Inclement Weather Procedures

This detailed procedure aims to provide clarity and guidance for both staff and leadership to optimally balance the safety of staff and clients with the provision of services during inclement weather events.

Consideration for our staff and our clients should be high priority to avoid unnecessary travel when appointments/events could be rescheduled without consequence. 

Inclement Weather refers to abnormal climatic conditions such as blizzard, hail, snow, high winds, extreme heat, and/or any combination thereof, making travel to or from work or working outdoors unsafe or unreasonable.

Evaluation:

During inclement weather events, the senior leadership team will assess the conditions, including risks, and weigh them against operational needs.  As appropriate, they will consider:

• Current and projected road conditions

• Current and forecasted climate conditions

• Travel distance for clients and staff

They will consider any or all of the following:

• Alternative work locations

• Full day closure

• Partial day closure (ie: modified start and end times)

Timing:

All decisions regarding scheduling and closures will be made no later than 6:00 am on the day of the event.

The District Director of Health (or designee) is responsible for deciding when to alter times of business operations and communicating the decision to all staff and senior leadership.

The Deputy Director of Health (or designee) is responsible for ensuring the information hotline is up-to-date and for coordinating the safety of the building and grounds.

Public Information is responsible for disseminating the message to the general public.

Division Directors are responsible for:

• informing the District Director of Health of conditions affecting their division's staffing and provision of services prior to the decision being made.

• Having protocols in place for contingency plans and ensuring their team is familiar with these protocols.

• Executing contingency plans for their division after the decision after it has been made.

Staff are responsible for:

• Keeping abreast of the weather forecast to know when inclement weather is predicted.

• Checking sources for updates in order to determine whether their work site is closed for all or part of the day.

• Checking with their supervisor to determine whether they are required to work or authorized to work onsite during any closure. (NOTE: Choosing to work remotely is different from being required to work or authorized to work onsite.)

• Checking with their supervisor to determine whether they must report to another site when their site is closed but other sites are open. 

• Reviewing their work schedule for meetings and appointments with clients and/or community partners and communicating cancellations or delays as per the protocol for thier work unit.

• Following their work unit's protocols.

• All Staff Email: The District Director of Health (or designee) will send an email to all staff by 6:00 am for a full closure or late start.

• Media: The Public Information Officer will notify all local media sources

• Website: The Public Information Officer will place a seasonal message informing customers/clients to call before arrival on the “Contact us” page.

• NKY Health Information Hotline: Deputy Director of Health will update the information hotline and maintain its accuracy with any closure information and reset it when regular business resumes.

• Notification to Staff: Chain of command will notify staff via email, text, and/or phone of:

  • Any requirement to work (Please also notify payroll@nkyhealth.org of staff required to work)

  • Any steps they need to take to notify community partners/clients

• Client Service Activities: Division directors will work with managers to ensure customer service activities are activated and then completed (e.g., calling clients to reschedule, calling clients for case management services reschedule, canceling serve-safe classes, all client texting etc.)

• Site-Specific Maintenance: Deputy Director of Health will coordinate plowing, debris removal, generator assessment, or other services to ensure safe grounds and location access.

Staff should check the following for information:

• NKY Health Email (primary)

• Text Messages from Supervisor (if that's their usual communication)

• NKY Health Information Hotline: 859-363-2056

Staff and the general public may also check:

• Local TV and Radio Channels

• NKY Health Website www.nkyhealth.org

Please refer to Section 3.7 and subsections of NKY Health's Guide to Personnel Policies for details about employee responsibilities and pay during unforeseen closures.