Category:Suspended Operations Policies

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Classroom Support Services Suspended Operations Policies Effective January 5, 2009

When the University of Washington Seattle campus suspends operations, it does not suspend essential services. While Classroom Support Services has not been designated as performing an essential service at the University-level (i.e. CSS is not the same as the UW Medical Center, UW Police Department, Facilities Services, etc.) there are essential systems and times when CSS employees will be required to continue to work when operations are suspended. This policy outlines the general duties that CSS will continue to provide when the Seattle campus has suspended operations. Also included are standard operating practices for CSS during suspended operations events. CSS Essential Services

When the University of Washington Seattle campus suspends operations, certain CSS functions must be continued. These functions include the following: 1. Building and classroom door locking and unlocking 2. Classroom construction projects 3. CSS Web applications and Information 4. Others as defined by the Director and/or Associate Director CSS personnel remain responsible for manual and auto-locking /unlocking doors in designated campus buildings including but not limited to Kane, Johnson and Mary Gates Halls. The standard building and classroom hours will generally be modified during Suspended Operations conditions. Check with the individual building coordinators for the appropriate adjustments to exterior door locking/unlocking schedules for buildings within CSS scope of responsibility. A general rule is that individual general use classrooms and the CSS office will remain locked when the campus has suspended operations. When CSS personnel are working to install or modify classrooms within a promised deadline (e.g., the start of the academic quarter), we remain responsible for providing instructors with functioning classrooms and classroom technology even when the campus has suspended operations. In these special situations, CSS managers, in consultation with the Director/Associate Director, are responsible for determining when personnel should come to work and are responsible for setting reasonable expectations of completeness of the project. In times of suspended operations general use classrooms need to have basic functionality. CSS personnel remain responsible for keeping CSS Web applications functional (e.g., STF reservation system, coursecasting applications, file backup functions, etc.) during suspended operation conditions for the campus. In addition, electronic communications (email and web based) systems need to remain functioning as long as the UW’s communications/data infrastructure continues to operate. CSS Action Items during Suspended Operations Conditions: (WHEN OPERATIONS ARE SUSPENDED OUTSIDE THE NORMAL WORK DAY) 1. When the UW Seattle campus suspends operations, the director/associate director will contact CSS managers via email/phone to confirm which essential CSS work must be continued. 2. CSS managers will email their team personnel that the campus has suspended operations. 3. Unless otherwise pre-authorized by the director/associate director and managers, CSS personnel should NOT come to work when the campus has suspended operations per the UW policy (see http://www.washington.edu/admin/hr/polproc/susp-ops/qa.html ) and Executive Order No. 27 (http://www.washington.edu/admin/rules/policies/PO/EO27.html) 4. CSS managers will maintain email communications for the duration of the suspended operations and collaborate on issues that arise. 5. Staff person[s] (to be identified) will be responsible for modifying the CSS main phone line message to convey to callers that the CSS office is closed when the campus has suspended operations. 6. Staff person[s] (to be identified) will be responsible for modifying the CSS main web page to convey to viewers that the CSS office is closed when the campus has suspended operations. 7. When the University has suspended operations, scheduled non-academic events are also suspended. CSS Event Services personnel will notify event sponsors that the campus has suspended operations. CSS employees scheduled to work the event will also be notified not to come to work. 8. CSS managers may approve requests from employees in non-essential positions to work from home providing the employee has meaningful work to perform.

(WHEN OPERATIONS ARE SUSPENDED DURING THE NORMAL WORK DAY) 1. When the UW Seattle campus suspends operations, the director/associate director will contact CSS managers in person (or via phone/email) to confirm which essential CSS work must be continued. 2. CSS managers will notify their team personnel that the campus has suspended operations. 3. Unless otherwise pre-authorized by the director/associate director and managers, CSS personnel should leave work when the campus has suspended operations per the UW policy (see http://www.washington.edu/admin/hr/polproc/susp-ops/qa.html ) 4. CSS managers will maintain email communications for the duration of the suspended operations and collaborate on issues that arise. 5. Staff person[s] (to be identified) will be responsible for modifying the CSS main phone line message to convey to callers that the CSS office is closed when the campus has suspended operations. 6. Staff person[s] (to be identified) will be responsible for modifying the CSS main web page to convey to viewers that the CSS office is closed when the campus has suspended operations. 7. When the University has suspended operations, scheduled non-academic events are also suspended. CSS Event Services personnel will notify event sponsors that the campus has suspended operations. CSS employees scheduled to work the event will also be notified not to come to work. 8. CSS managers may approve requests from employees in non-essential positions to work from home providing the employee has meaningful work to perform.

CSS Policies for Accounting for Time-Off due to Suspended Operation Conditions:

1. Per the University of Washington’s Suspended Operations policies, Classified Non-Union, Contract-Classified, and Overtime-Eligible Professional Staff may account for missed work time by using: a. Annual leave b. Personal holiday (full-day absence only) c. Accrued compensatory time, or d. Leave without pay. 2. Missed work may be made up within 90 days. “Make-up” hours shall not exceed the amount of missed time and must be pre-approved by the CSS managers. The employees ‘make-up’ plan must be consistent with the work needs of CSS and result in verifiable work outcomes (e.g., completed tickets, etc.) If the missed work time is not made up within 90 days the employee is obligated to pay back to the University, as an overpayment, any hours not made up (see http://www.washington.edu/admin/hr/polproc/susp-ops/qa.html) 3. CSS employees will identify ‘make-up’ time on their CSS 220 Form by using the code “SMU” plus the hours worked. 4. For overtime eligible employees ‘make-up’ time worked in excess of 40 hours per week will be credited using standard overtime formula (i.e. 1 hour worked =1.5 hours of work credit). However, during suspended operation conditions, work performed is credited as straight time (per UW labor contracts and the federal Fir Labor Standards Act).

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