[All_jlau] Message from Michael Maier: Winter Weather Operations Review

[Pat Stroop]

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.

  _______________________________

[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.

_______________________________


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. 
Information about registering your home or cell phone number for lab 
status updates will be distributed in a separate message. Employees and 
Users can find laboratory status at www.status.jlab.org 
<http://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 <http://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.



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