New Weather Policy Set

A revised severe weather policy for Duke and its health system components will go into effect Jan. 15. Until then, the current policy remains in effect. The new policy, derived from the existing policy that was rewritten following Hurricane Fran in the fall of 1996, recognizes that the university and health system must maintain essential services and operations during any severe weather or emergency condition "while providing for the protection, safety and health of all patients, students, staff and faculty." Essential services include maintaining hospital and home care operations, supporting students who live on campus, operating research facilities and providing support and administrative services. "Because of the essential services Duke provides to the community at large, and our responsibility to support and care for students and patients, we are not at liberty to cease operations during severe weather and emergency conditions," the new policy says. "Duke and its staff members must be prepared to safely operate and serve during these extraordinary conditions." Clint Davidson, vice president for human resources, said the new policy was developed over a period of several months and takes into account feedback from many employees based on past experience, particularly the major, 20-inch snowstorm that hit the Triangle last January. "The new policy, while not representing major philosophical or procedural change, does provide for a single policy with flexible procedures to meet the different operating requirements of the numerous entities across Duke," he said. Department heads and managers will receive and review information packets beginning Jan. 8. These packets explain in detail the policy provisions and provide employees and managers with guidelines for departmental and individual responsibilities when the Severe Weather/Emergency Conditions plan is activated. Packets of information will be distributed to all Duke employees beginning Jan. 15. The entire policy will be available on the HR web site ( http://www.hr.duke.edu ) Jan. 15. The policy recognizes that Duke Hospital and clinics, Durham Regional Hospital and Raleigh Community Hospital may have different conditions and needs, and announcements to employees for a specific unit may be different from those issued for the rest of the university or other health system entities. The current policy doesn't differentiate between the different entities. The new policy also replaces job categories 1, 2 and 3 with three job/work category service levels -- Essential Service, Reserve Service and Delayed Service.

Essential Service: Jobs that are required to maintain essential services and operations during any severe weather or emergency condition while ensuring for the safety and health of all patients, students, staff and faculty. A 10 percent base pay differential will be paid to hourly paid employees for hours worked on site during any shift in which the policy is activated. Childcare services will be provided. Reserve Service: Jobs that are not immediately required to provide service but function as "Delayed Service" during severe weather or emergency conditions and may be upgraded to "Essential Service" based on the needs of the department/organization. Employees in this category should not report to work unless instructed to by their supervisor. Delayed Service: Jobs that can be delayed until severe weather/emergency conditions have passed.

Unlike the existing policy, the revised policy also defines the weather conditions that can trigger the implementation of the new rules:

Severe Weather/Emergency Conditions - Defined as heavy snow or ice accumulations, flooding, hurricane or tornado damage that significantly affects the normal operations of Duke. Regardless of the severe weather/emergency condition event, the hospitals and university must remain open in support of patient care and residential support. However, classes and clinic appointments may be canceled. Staff holding positions assigned to the Essential Service category must report to or remain at work. State of Emergency - Only the governor and/or mayors of affected areas can declare a state of emergency. In the event that a state of emergency is called, all Duke staff members should contact their supervisor for instructions. Staff holding positions assigned to the Essential Service category must report to or remain at work as scheduled or directed. Hazardous Conditions - There are some weather or emergency conditions that occur when the local school systems are closed and the health system and university offices are open and services continue. During these conditions employing units will provide operating and attendance guidelines.

The policy carefully spells out the decision-making process, noting that "because of the diverse and numerous customers served by Duke and the multiple locations at which services are delivered, efficient discussion of the weather conditions is required to enable appropriate and coordinated decisions for each locale and work shift." The following criteria will be considered in declaring a severe weather or emergency condition for each shift, the policy states: The condition or anticipated worsening condition of local streets and highways in the general locale of each campus/entity. Other conditions that may pose a threat to the safety of students, patients, faculty, staff and visitors. Duke Police Chief Clarence Birkhead is responsible for gathering weather and condition information and he will report his findings to Executive Vice President Tallman Trask III and Health System Executive Vice President Bill Donelan. Trask and Donelan will confer and then Trask will decide on whether to activate or terminate the severe weather/emergency conditions policy for each shift. Once implemented, the policy will remain in force for the duration of the work shift. Trask also will confer with Provost Peter Lange, who will determine whether classes need to be rescheduled. Existing telephone numbers will provide information for the various Duke entities. Campus and medical center employees should use 684-INFO (4636); Duke Hospital employees should call 681-SNOW (7669); Durham Regional Hospital employees should call 470-SNOW (7669); and Raleigh Community Hospital employees should call 954-3003. In addition, ongoing severe weather or emergency condition updates will be available on the Daily Dialogue Web site http://www.dukenews.duke.edu/daily.html.