Adverse Weather and Travel Disruption Policy

About this Policy

The Society recognises that colleagues may face difficulties attending their normal place of work during periods of adverse weather or major travel disruption, for example heavy snow, flooding or major incidents affecting travel or public safety.  Whilst the Society is committed to protecting the health and safety of all colleagues, it must ensure that disruption caused to the business and its customers remains minimal wherever possible.

This policy applies to all colleagues (whether employed on a full-time, part-time, fixed term or permanent basis). It does not apply to agency workers or self-employed contractors.

This Policy does not form part of any contract of employment and the Society may amend it at any time.

Colleague Responsibilities

The Society recognises that the health and safety of colleagues is of paramount importance and that they should not take any unnecessary risks. All colleagues should, therefore, ensure that in the event there are adverse weather conditions or major transport disruptions:

• They make a genuine effort to report to work at their normal time. If their normal mode of transport is unavailable, all other alternatives should be explored where appropriate and safe, including train, bus and, where possible, walking.  Colleagues may be required to work from home, where possible, or from an alternative place of work, if available.

• Colleagues should take all reasonable steps to let their manager know as soon as possible if they are unable to attend work on time, this should take place before the colleague is due to start work as per the Society’s managing attendance policy. This will apply for each day that the colleague is unable to attend work. Failure to do so may amount to unauthorised absence and could therefore be unpaid.

• Colleagues should check the situation throughout the day in case it improves. If conditions improve sufficiently, employees should contact their line manager and make arrangements for the rest of the work day.

Colleagues who do not make reasonable efforts to attend work or who fail to contact their line manager without good reason may be subject to disciplinary proceedings set out in the Society’s Disciplinary Policy and Managing Attendance Policy.

Line Manager Responsibilities

Line Managers are expected to use their discretion alongside the principles set out in this policy when agreeing the appropriate action to take. Decisions are made on a case by case basis, considering relevant individual circumstances. Where necessary, line managers should obtain further advice from their HR Advisor. 

Line managers have a responsibility to maintain effective channels of communication with their teams and to ensure that colleagues are notified of any severe weather notifications issued by the Society.

Arrangements

Where the decision to close a site is made by the Society (usually made by an Executive Member only) and there are no other sites where the colleague can work resulting in the colleague being sent home, colleagues should work from home where they are able to. If they are unable to, we will ensure Colleagues are paid as normal. Colleagues who are already on leave (annual, maternity, sickness etc.) will not be entitled to a day off in lieu if their site is closed.

Where a colleague has made all reasonable efforts to travel to their place of work, their place of work is open and they are unable to work at another location, the manager may agree one of the following options to account for the time lost:

• Make the lost time up (within 4 weeks of the absence);

• Take a day / half a day’s annual leave;

• Take unpaid leave; or

• Apply a combination of the above options which is agreed between the manager and the colleague.

Where schools/nurseries close without warning due to adverse weather and colleagues are unexpectedly required to provide/arrange care for their dependents, or have other caring responsibilities, the Society’s policy for Emergency Leave will apply.

We also recognise that severe weather may affect working environments. We will therefore undertake regular risk assessments and ensure specific guidance to address this is communicated through the relevant channels.

Additional Support

If colleagues have any questions regarding this policy or require additional support, you should speak to your line manager. Alternatively, you can contact the HR Advisor for your business group or email HR.advice@midcounties.coop.