Memorandum 5 – Work Schedules – Inclement Weather

Revised and Approved December 2016


This policy governs employee work schedules and alternative arrangements during periods of inclement weather.


Because of the requirement to provide services to students and because of the frequency of inclement weather in Vermont, all University employees should be prepared to maintain all normal services for all scheduled hours of operation. Most departments are normally open 8:00 a.m. to 4:30 p.m. Monday through Friday.


Only the President, or in his absence, the Chief Administrative Officer, may grant exceptions to this policy and unilaterally implement a change in scheduled University work/operating hours due to inclement weather. In such situations, announcements will be broadcast via the RAVE notification system which sends messages as selected by each member of the Norwich community.


Any University employee who feels it is essential to arrive at work later or leave work earlier than scheduled may do so only if the following criteria are met:

  • His/her supervisor gives full approval.
  • Supervisor can assure that all services will continue to be maintained.
  • Staff must take this missed time as vacation time, and supervisors must keep proper records noting such.
  • Employees who have a telecommuting agreement on file should continue to follow the approved schedule.
  • Faculty must adhere to the Faculty Manual, Section 3: Faculty Rights and Responsibilities, Teaching: Class, Examination, and Conference Schedules.

Working Conditions During Hot Weather

During weather temperatures that affect working conditions, one or more of the following steps may be utilized by employees. Before relocating to another area, employees must check-in with a supervisor.

  • Office areas should be as ventilated as possible with fans.
  • Employees may break as needed for water and to rest in a shaded area. These breaks may be taken, as needed, in designated “cool down areas” such as Wise Campus Center, Sullivan Museum and Kreitzberg Arena.
  • Supervisor permission is required for employees who wish to temporarily relocate to “cool down areas” or other areas. Supervisor must assure that all services will continue to be maintained.
  • Common sense solutions such as lowering shades during the day, opening windows at night on higher floors, and wearing loose cotton clothing should be observed.

Signs of Heat Illness

Heat illness is most likely to occur during heat waves. Special attention is necessary when temperatures top 95 degrees and when an employee is new to a working area. In hot weather, both air temperature and humidity affect how hot employees feel. The “heat index” is a single value that takes both temperature and humidity into account. For more information on the heat index and preventing heat illness, view the OSHA guidelines.

Symptoms of heat exhaustion include the following:

  • Heavy sweating
  • Weakness
  • Cold, pale, and clammy skin
  • Fast, weak pulse
  • Nausea or vomiting
  • Fainting

If an employee exhibits signs of heat exhaustion, emergency responders should be notified immediately.

Contact Offices

  • Chief Administrative Officer: Ext. 2148
  • Human Resources: Ext. 2075

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