Current through Register Vol. 49, No. 9, September, 2024
1016.0.0
INCLEMENT WEATHER
POLICY
This establishes the Department of Human Services (DHS)
inclement weather policy in compliance with Governor's Policy Directive (GPD-7)
and is applicable to all DHS employees. (Exception: See Section
1016.6.0).
1016.1.0
DHS Will Remain Open Unless Governor Proclaims Otherwise
Due to the nature of the work conducted, DHS will remain open
regardless of inclement weather, unless the Governor proclaims otherwise. All
DHS employees will report to their designated work stations as usual. In the
event of a Governor's directive closing all state agencies, the DHS
divisions/offices will adhere to the Governor's directive except for the
departmental facilities where there are 24-hour staffing requirements for
direct client care. (See Section 1016.6.0)
1016.2.0
Time Keeping During
Implementation of Inclement Weather Policy
1016.2.1 Upon public announcement by the
Governor's Office that the Governor's Inclement Weather Policy is in effect,
this policy will also be in effect. Avoiding undue personal risk, all DHS
employees should arrive at their designated work stations at their regular
start time but no later than two hours after their scheduled start time. (The
two hours is for a grace period from the regularly scheduled start time.)
Employees arriving within two hours of their scheduled start time will be given
credit for a full day's attendance.
1016.2.2 Employees arriving more than two
hours after their scheduled start time will be charged either annual leave,
compensatory time or leave without pay calculated between their arrival time
and their regularly scheduled start time. Employees not coming to work at all
will be charged a full day's absence. Employees unable to report to work due to
inclement weather must notify their supervisor or designated point of contact
prior to the beginning of their scheduled work day or as soon thereafter as
possible.
1016.2.3 In the event the
Governor closes state offices, the entire day or portion of the day affected
will be treated the same as for a holiday. Employees on approved leave when the
office is closed will be charged for the leave as it was approved.
1016.2.4 Employees may be placed in a leave
without pay status due to inclement weather. (See DHS 1007, DHS Leave
Policy)
1016.3.0
Little Rock Metropolitan Area (Pulaski County)
1016.3.1 In the event of early morning severe
inclement weather conditions, the Governor's Office will determine whether the
Governor's Inclement Weather Policy will be placed into effect and will
publicly announce its implementation before 6:30 a.m., if possible, via the
media.
1016.3.2 When severe weather
occurs during regular office hours, the DHS Director has the discretion to
allow employees to leave work early for safety reasons with no loss of pay or
no leave time charged. However, the requirement to maintain designated critical
personnel and assure service delivery to the citizens of Arkansas for the full
work day will be strictly adhered to.
1016.4.0
Outside Little Rock
Metropolitan Area (Outside Pulaski County)
In the event of early morning severe inclement weather
conditions, the DHS county administrators will confer with the division
director for the Division of County Operations (DCO), or designee, to determine
when the inclement weather policy is implemented in the county offices based on
weather conditions which may be occurring in their respective parts of the
State. The DHS county administrators will ensure that decisions to implement
the inclement weather policy are communicated by means of local media before
6:30 a.m., if possible. Where this approach is not possible, employees should
be instructed to immediately contact their supervisor or designated point of
contact if they have questions about the implementation of the inclement
weather policy. DHS 24-hour facility superintendents/administrators should
refer to Section 1016.6.0 of this policy.
1016.5.0
Designation of Critical
Personnel
1016.5.1 DHS division/office
directors will establish and maintain a current list of critical personnel
(those deemed necessary to maintain critical services) who will be required to
reach their designated work stations by the regular office time regardless of
weather related conditions to assure that DHS offices located throughout the
State are open to the public and services are provided. A copy of the current
list of critical personnel should be routed to DHS, Office of Finance and
Administration, Human Resources/Support Services Section. Prior designation of
such personnel will allow critical personnel to prepare for weather conditions
and, if need be, arrange for alternative methods of getting to work. The only
time critical personnel will be excused from reporting to work at their regular
office opening time is when the Governor has publicly announced the closing of
state offices in the Little Rock metropolitan area. Outside the Little Rock
area DHS county administrators will confer with the DCO Division Director, or
designee, before determining when an office closing is necessary due to severe
inclement weather conditions. DHS 24-hour facility
superintendents/administrators should refer to Section 1016.6.0 of this
policy.
1016.5.2 Where possible,
only Fair Labor Standards Act (FLSA) exempt employees will be designated as
critical personnel (Exception: See Section 1016.6.0).
1016.6.0
Exception to the Procedures
for Inclement Weather Policy
This policy does not apply to the DHS 24-hour facilities that
require 24-hour staffing. Divisions/offices maintaining residential facilities
will develop policies and procedures that provide 24-hour staffing during
inclement weather conditions. These policies and procedures will be consistent
with this policy, DHS 1007-DHS Leave Policy, interpretations from the Office of
Personnel Management and the Governor's Policy Directive on Inclement
Weather,
and shall be approved by the DHS Director before
implementation.
1016.7.0
Department Contact
Office of Finance and Administration Human Resources/Support
Services Section Policy and Administrative Program Management P.O. Box
1437/Slot Number W403 Little Rock, AR 72203-1437 Telephone: 682-5835
Replacement Notation: This rule replaces DHS 1016
dated 1-25-99.
