Staffing during extreme weather

If the university curtails classes or services, the announcement will be made at https://www.ubc.ca. The UBC website is the authoritative source of information and will give the most accurate and up-to-date information as to the status of the university.

Cancellation of classes, curtailment of services, or a statement about non-essential services being limited are not a closure. A curtailment of services means that the university is operating at a reduced service level and has made the decision to cancel some or all classes, some or all exams, and/or some services.

At UBC Vancouver, the vice-provost and associate vice-president, enrolment and academic facilities, will make the decision on a possible curtailment of services after consultation with designated individuals across campus.

At UBC Okanagan, the deputy vice-chancellor and principal will make the decision on a possible curtailment of services after consultation with designated individuals across campus.

Employees required for essential services will be expected to attend work.

There are specific provisions in the CUPE 2950 collective agreement regarding when to determine which positions are deemed essential. Please contact your Human Resources Representative to discuss positions you deem essential.

Non-essential employees are expected to attend work if possible. Non-essential employees may choose to stay home only after making arrangements with their administrative head of unit or their manager about:

• making up the time (if scheduling permits).
• taking a vacation day.
• working from home.
• taking a day off without pay.

There may be specific collective agreement terms that may apply, and managers can consult with your Human Resources Representative.

 The CUPE 2950 Collective Agreement has specific provisions related to this. Please see below and contact your Human Resources Representative should you have employees who are members of CUPE 2950.

If employees receive approval to telecommute, they will be paid as they're considered at work and performing the duties of their job.

Employees who aren't able to telecommute must seek specific direction from their administrative head of unit or manager. Potential options are to allow employees to use banked time, vacation, or make up the lost time on another day. Alternatively, employees may elect to take an unpaid leave for the day.

If the decision is made part way through the day to curtail classes/services, then the administrative head of unit has the authority to send non-essential staff home early during the day without loss of pay.

If classes/services are not curtailed midday but your non-essential staff are concerned about their commute because of worsening weather, it's important to respond appropriately to those concerns by exercising appropriate managerial authority to the specific circumstances. It is reasonable to allow an employee to leave early based on their ability to make up the time (if scheduling permits), take vacation, work from home, or take part of the day off without pay.

There may be specific collective agreement terms that may apply. Managers can consult with their Human Resources Representative contact.

If you're concerned that your actions are setting a precedent for future similar situations, please consult with your Human Resources Representative as above.

The Letter of Understanding #2 in the CUPE 2950 collective agreement addresses Inclement Weather. It allows for a department to make a decision about curtailing their services and gives criteria on which to base the decision, including the vice-provost’s direction regarding the curtailment of service. In the event a decision is made to curtail services, only the employees affected by this decision will be paid if they were normally required to attend work during that time. We encourage you to reach out to your Human Resources Representative in these circumstances.

If you have employees in your unit who are members of CUPE Local 2950 and they're deemed essential, it's important you contact your Human Resources Representative.

Article 24.04 of the CUPE 116 collective agreement provides a leave without loss of pay in circumstances where work is not required due to weather. Therefore, if a unit is closed due to inclement weather such that the employee is not able to work, irrespective of whether they attend, they will be paid their normal rate of pay. This does not apply to situations where the work is available and the employee is unable to attend.

If there is a curtailment of services and employees are deemed essential, they are required to attend work. If they are deemed non-essential, they are expected to attend work and if they choose to stay home once they may make arrangements with their manager to do one of the following: work from home, make up the time, take a vacation day, or take the day off without pay.

As per Policy SC5, staff who are deemed to be non-essential are expected to attend work if the university has curtailed services. However, they may choose to stay home once they have made arrangements with their administrative head of unit or manager to do one of the following: work from home, make up the time, take a vacation day, or take the day off without pay.