2311 R&P

PROCEDURES FOR ADJUSTING SCHEDULES AND REPORTING EMPLOYEE ABSENCE FOR INCLEMENT WEATHER CONDITIONS;  AND PROCEDURES FOR THE PREPARATION OF EMERGENCY OPERATION PLANS

2311 R&P

3011 R&P

3011 R&P

4011 R&P

4011 R&P

1.0

Procedures for Adjusting Schedules

1.1

Each year there is the possibility of weather conditions creating unsafe traffic conditions.  When such conditions exist, the schools may be:

(a)

Closed for one or more days,

(b)

Opened later than the normal beginning time, or

(c)

Dismissed earlier than the normal closing time.

1.2

Decisions on adjusting schedules are usually made after consulting the weather service, traffic agencies, and others.  Roads, streets, and highways in various areas of the school district are checked in addition to the above sources of information.  In some situations action must be based on forecasts by meteorologists. Persons interested in observing the decision making process should be at the transportation office on Rock Quarry Road by 4:30 a.m.

1.3

If it becomes necessary to close schools for the day or begin later than the normal opening time, major news media in the area will be notified early enough to carry the news no later than 6 a.m.  Principals will also be notified of the decision through voice mail.  Drastically changing weather may change the decision at a later time in the day.

1.4

When it becomes necessary to dismiss school earlier than the normal closing time, each school will be called through the internal communication network.  In addition, the news media will be notified of the change in dismissal time as far in advance as it is practical.

1.5

The days schools are closed as a result of inclement weather are rescheduled by the Board of Education.  With reference to teachers, school days which are lost due to inclement weather may be declared teacher vacation days, holidays, or workdays.  The teachers’ calendar may be adjusted by the Board in a manner not to exceed the annual employment period.  The teachers’ calendar will have to be adjusted as/after work is missed.  The adjustments will be announced by the superintendent’s office.

1.6

 There are several procedures at the individual school level which must be observed.

(a)

An early morning notice will be received through news media and voice mail.  Adjustments which are announced during the school day will be called to the schools through the internal communication network.

(b)

Early dismissals and late openings will be announced in terms of regular dismissal and opening time.  For example, “schools will open one hour later than normally scheduled” will be used instead of saying “schools will open at 9 a.m.”  This method of stating adjustments is meant to avoid confusion for staff and community.

(c)

It is advisable to make every effort to keep walks and outside steps around the schools cleared of ice and snow on every school day.  Each principal should make sure the school possesses the proper hand tools and supplies to accomplish this goal.  In some cases, areas that have been not been cleared should be declared “off limits” and “policed” as such.

(d)

It is very important that buses be allowed to depart the campus of each school promptly on early dismissal days.  Access to and from bus parking and loading areas should be kept clear of congestion and other vehicular traffic until buses have departed. 

(e)

The following adjustments will be implemented for all student activities and athletic games and/or practices:

1.

When school is closed for the day or dismissed early due to inclement weather all student extracurricular activities and athletic games and/or practices for the day shall be canceled.

2.

Athletic games canceled due to inclement weather will be rescheduled according to North Carolina High School Athletic Association (NCHSAA) rules.

3.

On Saturdays when inclement weather conditions exist, the determination of whether to play scheduled games or to practice will be made by the Superintendent.

4.

On days when school opens later than normal, student extra-curricular activities, athletic games and/or practices may be canceled, held as normally scheduled, or alternatively scheduled depending on local weather conditions and other pertinent factors.  A delayed opening does not automatically cancel an event.  The principal and other local school personnel who are normally involved in scheduling these events shall work out the schedules for days affected by delayed openings.

(f)

Community schools which operate during the evening hours will be considered on a separate schedule.  Any change in their schedules will be announced separately from the regular school notice.

(g)

If school is delayed one hour or more, breakfast may be served, but the final decision is the responsibility of the principal.  Prior to an abbreviated school day, the principal will alert parents through local school communications that breakfast may or may not be served.  On days of early dismissal, lunch may be served, but the final decision is the responsibility of the principal.

(h)

The following adjustments will be followed for the Before-School and After-School programs:

1.

The Before-School Program regular start time will be delayed for the same time that the opening of school is delayed.  For example, if school is delayed for one hour, then the Before-School Program start time will be delayed for one hour.

2.

The early dismissal of school will activate the After-School Program which will start at the time of school dismissal until the regular closing time.  The exception to this procedure will be based on the severity of weather conditions that necessitate the general closing of the business community.

3.

If schools are closed for the day, the Before-School Program and After-School Program will not operate.

1.7

When school is closed for the day, employees in year-round schools should not report to work. The day(s) missed will be made-up on Saturday(s) as designated by the Board.

2.0

Procedures for Reporting Employee Absences

When schools are closed for one or more days, employees may take an annual leave day, make up the day on a whole day or piecemeal basis, or take a non paid leave day.

(a)

Teachers and other exempt professional staff who elect to make up the day on a whole day or piecemeal basis must make up the day within the annual employment term at the time mutually agreed upon by the employee and principal or supervisor.  The time must be made up when the principal or supervisor is normally scheduled to be at work.

(b)

Non-exempt staff and teacher assistants who work 40 hours per week and report hours on a timesheet may elect to make up the day on a whole or piecemeal basis if time allows.  Days missed due to inclement weather must be made up within the workweek (See Board Policy 4100 and 7910). According to the Fair Labor Standards Act, (See Board Policy 4100 and 7910) any hours worked by non-certified employees over 40 hours in a workweek must be compensated at time and half; therefore, it would be impossible to make up the time in future weeks without incurring overtime.

(c)

Non-exempt staff and teacher assistants who work less than 40 hours per week may elect to make up the day on a piecemeal basis not to exceed 40 hours per week as agreed upon by the principal or supervisor.  For example, a teacher assistant working 37 1/2 hours per week may make up the 2 1/2 hours a week for three weeks

(d)

For non-exempt employees who report to work at their regular start time when schools are closed and are subsequently sent home, compensatory time may be given for the period of time worked.

3.0

Procedures for Emergency Operations Plans

All schools and administrative facilities must be prepared to respond to an emergency or traumatic event in an organized and timely manner so that students and staff can continue to function effectively without additional trauma or the development of additional emergencies.

(a)

The District, all schools, and all administrative facilities must have a comprehensive Emergency Operations Plan.  The Superintendent shall be responsible for establishing an Emergency Response Team for the District which will be responsible for reviewing and updating the District plan annually.  All school principals and building managers for administrative facilities will be responsible for establishing Emergency Response Teams which will be responsible for reviewing and updating their site Emergency Operation Plans annually.  An electronic copy of all Emergency Operation Plans must be submitted to the WCPSS Security Department by October 1 each school year.

(b)

All Emergency Operation Plans shall be NIMS compliant to include implementation of the Incident Command System. 

(c)

Emergency Response Teams will be responsible for conducting or coordinating training for staff on the Emergency Operations Plan and emergency procedures.

(d)

It is recommended that annually all schools and administrative buildings conduct a minimum of two emergency practice drills (other than fire drills).