Message from Michael Maier: Winter Weather Operations Review

Message from Michael Maier: Winter Weather Operations Review

TO: All JSA Employees and Users

FROM: Michael W. Maier, Chief Operating Officer

DATE: November 8, 2016

SUBJECT: WINTER WEATHER OPERATIONS REVIEW

As we approach winter it is time to review the Jefferson Lab winter weather operations procedures. The purpose of this note is to summarize, and in some cases clarify, our existing procedures so all employees, supervisors, and users have a common understanding of how we will operate when adverse winter weather threatens.  

Decision Making and Changes to Laboratory Operations

The laboratory’s Emergency Management Team (EMT), led by Mary Logue, Associate Director for ESH&Q, is responsible for monitoring the weather and activating the EMT when adverse conditions are observed or forecast. The EMT will consider National Weather Service forecasts and advisories, local travel conditions [1], and the lab’s ability to provide site conditions so employees and users can work safely while exercising reasonable care.

Operating Status

Description

Timing

Normal Operations

Conditions do not warrant a change in operating hours [2].   Employees and users work as normally scheduled.

Assume normal operations unless an explicit change in operating status is announced. Following a closure, resumption of normal operations will be announced by 5:30 a.m.

Delayed Start

 

Operating hours [2] are reduced by a delayed start to allow Facilities Management and Logistics staff time to prepare the site for employee arrival or allow travel conditions to improve.   For operational and safety reasons non-essential employees and users should not arrive prior to the delayed start time.    

A delayed start time will be announced by 5:30 a.m.

Early Release

 

Operating hours [2] are reduced by an early release due to deteriorating site or travel conditions.   For safety reasons non-essential employees and users should not remain on site after the early release time.

An early release time may be announced at any time during the normal workday.

Closure

 

Normal operations are suspended for a full workday due to an extended period of hazardous site or travel conditions. For safety reasons non-essential employees and users should not be on site.

A closure decision may be made at any time for the following day but no later than 5:30 a.m. for the current day.  

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[1] The EMT will consider travel conditions across the Lower Peninsula where most laboratory employees live.   It is understood employees living in outlying areas may face substantially different conditions.
[2] As used here, operating hours is defined as the normal workday for non-essential employees, 8:00 a.m. to 5:00 p.m. Monday-Friday. Employees working shifts or essential employees will report as scheduled by their supervisor.
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Employee and User Communication

A delayed start, early release, or closure decision will be communicated as reflected in the previous table. Laboratory status will be announced by voicemail and text message to employees who have registered their device numbers with CONNECT.GOV or the Site Wide Alert System. Click on this link for information about registering or updating your home or mobile phone number for lab status messages. Employees and Users can find laboratory status at www.status.jlab.org or by calling the status recording at (757) 234-6236.

Changes to laboratory status will also be posted to the Jefferson Lab public web page www.jlab.org and distributed by all staff email. Employees and users should only rely on lab sources described above for official status information and not rely on local media.

Employee Timekeeping

The following summary of timekeeping procedures applies to non-essential employees. Employees may consult Administration Manual Policy 206.06 Laboratory Closures and 207.08 Other Paid Leave for further details. Payroll will also reaffirm guidance in all staff email during and following winter weather events.

 

 

Full-Time Employees

Part-Time Employees

Student Interns and Casual Employees

Delayed Start

Use Weather/Public Emergency Leave for an excused absence of up to 3 hours if a delayed start is declared and you report to work that day.   Vacation or Leave Without Pay must be used for any absence after the Delayed Start Time.

Use of Weather/Public Emergency Leave for an excused absence of up to 3 hours if your regularly scheduled hours are prior to the Delayed Start Time.

Only report hours worked following Delayed Start Time.

Early Release

Use Weather/Public Emergency Leave for an excused absence if an Early Release is declared and you worked earlier in the day. Vacation or Leave Without Pay must be used for any absence prior to the Early Release Time.

Use of Weather/Public Emergency Leave for an excused absence from your regularly scheduled hours after the Early Release Time.

Only report hours worked prior to Early Release Time.

Closure

Use Weather/Public Emergency Leave for full day excused absence (8 hours) on the day of the closure.

Use of Weather/Public Emergency Leave for an excused absence from your regularly scheduled hours on the day of the closure

No hours worked.

Employees on previously scheduled absences (vacation, sick leave, or holiday) may not replace or substitute the previously scheduled absence hours with Weather/Public Emergency Leave. Likewise, employees on travel are expected to work their normal schedule at their travel location and report hours worked accordingly.  In other words, Weather/Public Emergency Leave is only used when the employee was originally scheduled to work at the laboratory on the day of the weather emergency.

Essential Employees

Jefferson Lab may designate essential employees to maintain or restore critical laboratory capabilities during a weather or public emergency. Associate Directors are required to notify designated essential employees of their selection and provide written confirmation of this designation to the Chief Operating Officer by 1 December 2016.

Given the expectation that essential employees will be commuting and working during adverse weather conditions, Associate Directors should limit the number of employees designated as essential and authorized to work on site under these conditions. For safety and operational reasons the lab discourages anyone other than essential employees from accessing the site during a weather emergency.

Employee Responsibility

Irrespective of weather conditions or the operating status of the lab, each individual employee is ultimately responsible for his or her safe commute to and from work. While Jefferson Lab intends to limit the need for employees to travel when weather conditions at and around the site are hazardous, individual employees decide if the combination of their route conditions, vehicle, and driving skills make it unsafe to report for duty or remain at work when a delayed start or early release is declared. Employees must notify their supervisor promptly if they leave before early release, report after delayed start, or are unable to report when normal operations resume after a closure.

Subcontractors, Suppliers, and Visitors

Supervisors managing laboratory subcontractors and suppliers are required to adjust subcontractor performance requirements and notify suppliers of changes in laboratory operating hours.  

Hosts are required to notify laboratory visitors of changes in laboratory operating hours and for cancelling or rescheduling meetings or site visits.

The SURA Residence Hall expects to remain open during weather emergencies irrespective of laboratory operating status. However, Residence Hall services may be limited by staff availability and access to and from the Residence Hall Parking Lot may be difficult.   Residence Hall staff will provide updated information to guests when a Weather Emergency is imminent.