Document title: Adverse weather and travel disruption policy.
DATED
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ADVERSE WEATHER AND TRAVEL DISRUPTION POLICY
CONTENTS
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CLAUSE
1. About this policy.....................................................................................................................2
2. Who does this policy apply to?...............................................................................................2
3. Who is responsible for this policy?.........................................................................................2
4. Travelling to work...................................................................................................................3
5. Alternative working arrangements..........................................................................................3
6. Late starts and early finishes..................................................................................................4
7. Absence and pay....................................................................................................................4
8. School closures and other childcare issues...........................................................................4
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1. About this policy
1.1 We recognise that adverse weather or travel disruption can require us to take a flexible
approach to working arrangements in order to accommodate the difficulties employees
face and to protect health and safety, while meeting business needs.
1.2 The purpose of this policy is to set out our approach to working arrangements where it
becomes impossible or dangerous for employees to travel in to work because of:
(a) extreme adverse weather such as heavy snow;
(b) industrial action affecting transport networks; or
(c) major incidents affecting travel or public safety.
On these occasions, we recognise that a flexible approach to working arrangements
may be necessary to accommodate the difficulties employees face and to protect health
and safety, while still keeping the business running as effectively as possible.
1.3 [This policy has been [agreed OR implemented following consultation] with the [NAME
OF TRADE UNION, WORKS COUNCIL OR STAFF ASSOCIATION].]
1.4 This policy does not form part of any contract of employment or other contract to provide
services, and we may amend it at any time [([subject to agreement with OR following
consultation with] the [NAME OF TRADE UNION, WORKS COUNCIL OR STAFF
ASSOCIATION])].
2. Who does this policy apply to?
2.1 This policy applies to all employees, officers, consultants, self-employed contractors,
casual workers, agency workers, volunteers and interns.
3. Who is responsible for this policy?
3.1 The [board of directors (the Board) OR [COMMITTEE] OR [POSITION]] has overall
responsibility for the effective operation of this policy. The [Board OR [COMMITTEE] OR
[POSITION]] has delegated responsibility for overseeing its implementation to [the Head
of the HR Department OR [POSITION]]. Suggestions for changes to this policy should
be reported to [the Head of the HR Department OR [POSITION]].
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3.2 Any questions you may have about the day-to-day application of this policy should be
referred to [your line manager OR the HR Department] in the first instance.
4. Travelling to work
4.1 Employees should make a genuine effort to report for work at their normal time. This
may include leaving extra time for the journey or taking an alternative route. Travel on
foot or by bicycle should be considered where appropriate and safe.
4.2 Employees who are unable to attend work on time or at all should telephone their [line
manager OR HR Department] before their normal start time on each affected day.
4.3 Employees who are unable to attend work should check the situation throughout the day
in case it improves. Information may be available from local radio stations, the police,
transport providers or the internet. If conditions improve sufficiently, employees should
report this to their [line manager OR the HR Department] and attend work unless told
otherwise.
4.4 Employees who do not make reasonable efforts to attend work or who fail to contact
[their line manager OR the HR Department] without good reason may be subject to
disciplinary proceedings for misconduct. We will consider all the circumstances,
including the distance they have to travel, local conditions in their area, the status of
roads and public transport, and the efforts made by other employees in similar
circumstances.
5. Alternative working arrangements
5.1 Employees may be required to work from home, where possible, or from an alternative
place of work, if available. [Line managers OR the HR Department] will advise them of
any such requirement. Such employees will receive their normal pay.
5.2 Employees who are able to work may sometimes be expected to carry out additional or
varied duties during such periods. However, employees should not be required to do
anything they cannot do competently or safely.
6. Late starts and early finishes
6.1 Employees who arrive at work late or who ask to leave early will usually be expected to
make up any lost time. Line managers have the discretion to waive this requirement in
minor cases, or (in the case of lateness) where they are satisfied the employee has
made a genuine attempt to arrive on time.
6.2 Line managers have the discretion to allow staff to leave early and should have regard to
the needs of the business and the employee's personal circumstances.
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6.3 Where half the normal working day or more is lost this will be treated as absence and
dealt with as set out below.
7. Absence and pay
7.1 Employees who are absent from work due to extreme weather or other travel disruptions
are not entitled to be paid for the time lost.
7.2 [However, as a gesture of good will, we will treat up to three days of absence caused by
disruption in any annual leave year as special paid leave. Employees will only be eligible
where [their line manager OR the HR Department] is satisfied that they have made a
genuine effort and could not reasonably be expected to attend work or work at home.]
7.3 Absence [in all other cases] can be treated in a variety of ways. Employees should
discuss their preference with their line manager, who retains overall discretion in the
matter. A number of options are set out below:
(a) Treating the absence as annual leave. [If not enough annual leave entitlement
remains, an employee may choose to borrow up to two days from the next leave
year.]
(b) [Treating the absence as flexitime or time off in lieu.]
(c) Making up the lost hours within a reasonable time.
(d) Treating the absence as special unpaid leave.
7.4 If, in exceptional circumstances, we decide to close the workplace, employees will be
paid as if they had worked their normal hours.
8. School closures and other childcare issues
8.1 Adverse weather sometimes leads to school or nursery closures or the unavailability of a
nanny or childminder. Where childcare arrangements have been disrupted, employees
may have a statutory right to reasonable time off without pay. [For further information,
see our Time off for Dependants Policy.]
