Estate and Facilities Management Severe Weather Policy Version 6 Severe Weather Policy Version 6 Page 1 of 23
University of Brighton Issuer Mike Clark Telephone 01273 643133 e-mail address M.Clark@brighton.ac.uk Project Title Severe Weather Policy Date of Issue January 2017 Severe Weather Policy Version 6 Page 2 of 23
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Severe Weather Policy Version 6 Document Control Changes History Issue No Date Amended by Change CR No Version 1 30 November 2010 Mike Clark Version 2 06 December 2011 Tim Bretherick Version 3 22 January 2013 Tim Bretherick Renamed as Inclement Weather Policy Version 4 19 November 2013 Mike Clark Various amendments to reflect feedback from wider consultation Version 5 17 December 2014 Gideon Meade Miscellaneous minor changes to reflect new structure and personnel Version 6 - current 10 January 2017 Mike Clark As above Related Documents Document Author Version Date Authorisation Role Name Signed Date Mike Clark Director of Estate & Facilities Management 10 January 2017 Severe Weather Policy Version 6 Page 4 of 23
Distribution Name School/Department SMT Chris Pole Deputy Vice-Chancellor Tara Dean Pro-Vice-Chancellor, Research and Enterprise Stephen Dudderidge Registrar and Secretary Stephen Denyer Pro-Vice-Chancellor, Education and Student Experience Sue McHugh Chief Operating Officer and Director of Finance Jane Wiggins Vice-Chancellor s Office College of Arts and Humanities Anne Boddington Dean Alan Boldon Head of Cultural Engagement and Innovation Paddy Maguire Head of School of Humanities Vanessa Connell Management Support Administrator College of Life, Health and Physical Sciences Andrew Lloyd Dean Malcolm Reed Dean, Brighton and Sussex Medical School Miltos Petridis Professor of Computer Science, Computing Engineering and Mathematics Kirsty Smallbone Head of School of Environment and Technology Paula Kersten Head of School of Health Sciences Paul Gard Deputy Head of School Pharmacy and Biomolecular Sciences College of Social Sciences David Taylor Dean Aidan Berry Director, Brighton Business School Tim Brady Centre for Research in Innovation Management Kate Bullen Head of School of Applied Social Science John Smith Head of School of Education Jo Doust Head of School of Sport and Service Management Brighton Doctoral College Miles Willey Doctoral College Manager Centre for Learning and Teaching Gina Wisker Head of Centre for Learning and Teaching Hastings Campus Paul Frost Campus Director Severe Weather Policy Version 6 Page 5 of 23
Regional Education and Academies Dev Paul Griffiths Dean Students Union Ross McNally Chief Executive Central Department Directors Martyn Annis Academic Services Julie Barker Accommodation and Hospitality Services David Hicks Deputy Head, Accommodation and Hospitality Services Sue Baxter Research Enterprise and Social Partnerships Mike Clark Estate and Facilities Management Mike Bewlock Finance Alan Cowen Health and Safety Quentin North Information Services Barry Frankham Internal Audit Gavin Wright Human Resources Liz Sanz Marketing and Communications Sam Davies Philanthropy and Alumni Engagement Sarah Hogg Sport and Recreation Service Liz Allen Strategic Planning and Projects Karen Jackson Student Services Estate and Facilities Management Neil Humphreys Deputy Director Tony Rodriguez Assistant Director, Technical Team Edwin Underwood Health and Safety Advisor David Heightley Site Manager, Moulsecoomb Brian Day Site Manager, City Campus/Grand Parade Vanessa Dunstall Site Manager, Falmer Paul Stevens Acting Site Manager, Eastbourne John Lewes Information Services, Telephone Systems Manager Russ Penfold Senior Security Officer Severe Weather Policy Version 6 Page 6 of 23
1 Dealing with inclement weather 1.1 Introduction The University of Brighton, by its geographical location, faces a number of operational challenges when severe weather conditions occur. For ease of interpretation, severe weather shall mean the existence of abnormal climatic conditions (whether they be those of hail, snow, cold, high wind, extreme high temperature or the like or any combination thereof) by virtue of which it is either not reasonable or not safe for employees exposed to such conditions to continue working whilst the same prevail. The university sites identified are: 1.1.1 Eastbourne Darley Road Hillbrow/Welkin Welkin Halls of Residence Leaf Hospital 1.1.2 Exion Building 1.1.3 Falmer All buildings Great Wilkins Halls of Residence Paddock Fields Halls of Residence 1.1.4 City Campus/Grand Parade Grand Parade Main Building 6 Dorset Place 154 155 Edward Street 10/11 Pavilion Parade St Peter s House Library Phoenix Halls of Residence 1.1.5 Hastings Havelock Road Building Priory Square Building Lacuna Place Robert Tressell Halls of Residence 1.1.6 Moulsecoomb The Aldrich Library Cockcroft Building Huxley Building Watts Building Manor House and Tithe Barn Mithras House and Annexe Moulsecoomb Residences Steam House 1.1.7 Varley Park The sites will be referred to generically as outlined in bold above. Severe Weather Policy Version 6 Page 7 of 23
2 Operational procedure for dealing with inclement weather 2.1 Estate and Facilities Management s night shift will be responsible for monitoring overnight weather conditions and contacting the university s gritting contractors to direct them to areas of specific concern. Estate and Facilities night shift will follow normal procedures for reporting incidents and accidents, (especially those that are considered to be weather-related) to their supervisor, including near-miss incidents, in order to highlight any areas where further gritting may be required. 2.2 Reports will be made back to the Assistant Director of Estates, Facilities or nominee Mike Clark (Director of Estate and Facilities Management) who will in turn advise the site managers at Eastbourne, Falmer, Hastings, City Campus and Moulsecoomb, and also Deputy Head (Operations) Accommodation and Hospitality Services (A&HS) as early as is practical to enable them to make the necessary arrangements with E&FM and A&HS site staff. This will include the call out of specialist contractors for snow clearing and gritting and arranging for the redeployment of staff. This will happen at around 05.00hrs 06.00hrs. 2.3 In severe weather conditions, EFM will contact the Deputy Vice-Chancellor (Chris Pole) and advise him of the prevailing conditions and whether or not individual sites should be opened. Consultation will also take place with schools and central departments as deemed necessary before any final action is taken. 2.4 A newsflash will then be posted on student central/staff central advising which sites are open and general conditions regarding access to the sites, including a status report on the availability. The first message will be as near as possible to 06.00hrs and will be updated on a regular basis as and when conditions dictate. 2.5 Students and staff will be asked to check bus, rail and road websites for up to date information as to how the weather is affecting services. 3 Procedure for dealing with severe weather that occurs during the working day 3.1 In the event of snow or icy conditions occurring unexpectedly, EFM would use its best endeavours to treat campus roads, paths and car parks as quickly as possible, using available resources. Site maps can be found on the EFM website: https://staff.brighton.ac.uk/efm/pages/bad-weather.aspx The maps will indicate priority areas for snow clearance and gritting. At City Campus/Grand Parade, the university is responsible for gritting inner courtyard areas, whilst the council is responsible for the pavements and paths surrounding the site. Severe Weather Policy Version 6 Page 8 of 23
Details of gritting undertaken at each site is retained for record purposes. Copies of the maps are follow for ease of reference. At Exion, the landlord is responsible for gritting the car parks and pavement areas. The gritting company will be activated by Met Office alerts to grit Falmer Campus and thereafter will grit at Exion, once confirmation given by the landlord. 3.2 Because of the dispersed locations of the university s estate, it is likely that not all sites will be affected and even within Brighton we can experience very varied conditions. 3.3 As soon as severe weather conditions become apparent, EFM will consult with the Deputy Vice-Chancellor and the key heads of schools and central departments present on those sites affected. The purpose of the consultation will be to establish the on the ground view of the prevailing conditions and advise on whether or not the site should remain open. A key consideration in deciding to close the site is to ensure that both students and staff can safely reach their place of residence. In certain circumstances, a decision to close the site may be based on the ability of third parties such as bus and rail companies to be able to offer a satisfactory service Normal procedures for reporting incidents and accidents, including near-miss incidents, should be followed; especially those which are considered to be weatherrelated and suitable responsive action should be taken as a priority in order to prevent any further recurrence. 4 Severe weather conditions 4.1 If weather conditions deteriorate to the point of severe disruption to road and rail travel and affect EFM s staff ability to get to work, then the following action would be taken in the order of priority listed: 4.1.1 Priority 1 Buildings will be opened, especially those providing access to facilities that can provide food and drink as early as possible. Please note that times may vary due to prevailing conditions. 4.1.2 Priority 2 Campus footpaths will be cleared of snow/ice as quickly as possible, especially those linked to routes from public transport facilities. 4.1.3 Priority 3 Car parks and campus roads will be cleared of snow/ice as soon as possible, where weather conditions allow. (Please note that at Falmer, the football club/local authority is responsible for treating and clearing Village Way). We will be working closely with the club to ensure that all resources are best used for mutual benefit. (Refer also to attached Appendix A - site maps) 4.1.4 EFM would reserve the right to close areas off, until they can be cleared and made safe for people to use. Severe Weather Policy Version 6 Page 9 of 23
4.1.5 Every effort would be made to open facilities on each site, but this would ultimately depend on the availability of staff to allow sites to be operated safely. 4.1.6 EFM would work closely with the Marketing and Communications team to ensure that regular updates are provided to keep students and staff informed. Severe Weather Policy Version 6 Page 10 of 23
5 University switchboard 5.1 The Telecoms Office, (part of Information Services), would endeavour to provide adequate resources to enable the university switchboard to open and deal with calls as normal. If insufficient resource is available, this would result in a reduced level of service. 5.2 Where the Watts building is closed or no operators are available, then the switchboard will remain closed and an appropriate message will be applied to the announcement service. This message could be changed remotely and so it is possible to update information as it changes. 5.3 The university emergency telephone number will be staffed at all times (01273 643547) at the Falmer Control Room. 6 University shuttle bus services 6.1 During times of severe weather, EFM will endeavour to maintain the Park and Ride service. 6.2 However, this may be subject to suspension or cancellation at short notice due to safety issues affecting road users. Every effort will be made to ensure adequate notice is given via student central/staff central should these measures need to be implemented. 7 Use of university vehicles 7.1 EFM will reserve the right to suspend the use of university vehicles during periods of severe weather. 7.2 Students and staff who find themselves in control of a university vehicle during periods of severe weather will be expected to exercise reasonable skill and care in the use of the vehicle and observe and respond appropriately to the weather conditions they find themselves in. 8 Halls of residences: Accommodation and Hospitality Services and Estate and Facilities Management 8.1 Both departments will co-ordinate the use of university resources including staff and vehicles to ensure that students in catered halls receive a satisfactory level of service taking into account the prevailing weather conditions. 9 Roles and responsibilities 9.1 For the university to operate effectively in the face of difficult external circumstances, roles and responsibilities of students and staff must clearly communicated. Severe Weather Policy Version 6 Page 11 of 23
9.2 Whilst EFM will aim to take all reasonable steps to keep sites open and communicate this to the university community, students and staff will need to take responsibility for checking weather and travel conditions via the links provided by Staff Central and EFM s website. Severe Weather Policy Version 6 Page 12 of 23
9.3 Schools and Central Departments will also need to communicate their own responses. For example: Procedure for schools advising students of changes to teaching arrangements should lecturers be unable to get to site to teach; Procedure for students should the closure coincide with assignment submissions and examinations; and Procedure for central departments staff should they be unable to attend their normal place of work. Role Responsibilities 9.4.1 Deputy Vice-Chancellor 9.4.2 Director of Estates and Facilities Management To confirm that sites are to be closed (or reopened) due to prevailing weather conditions. To advise the Deputy Vice Chancellor of the status of the university s sites and whether or not they should close, or, re-open; To co-ordinate night security and other staff in order that a realistic assessment of local weather and transport conditions can be made to assess the whether sites can safely operate; To liaise with Information Services staff to ensure optimal utilisation of the university s web site and other electronic means to communicate operational information concerning the University s sites; and To arrange for updates to be made on student central/staff central. 9.4.3 EFM Site Managers To co-ordinate the efforts of internal and external contractors to ensure that safe access/egress is available from their sites and the buildings contained within; and To co-ordinate relevant information obtained from incident and accident reporting (including near miss reporting), especially those which are considered to be weatherrelated, in order to effectively target gritting resources to prevent further incidents from occurring. 9.4.4 Deans/Heads of School/ Heads of Central Departments To implement business continuity planning procedures to ensure that every effort is made to mitigate disruption to the functioning of their college/school/central department; and To co-ordinate relevant information obtained Severe Weather Policy Version 6 Page 13 of 23
from incident and accident reporting (including near-miss reporting), especially those that are considered to be weather-related, in order to effectively target gritting resources to prevent further incidents from occurring. 9.4.5 Staff and Students To co-operate with EFM in as much as checking information provided by them with regard to accessibility of the university s sites and ensuring that travel can be made between home and the University; and To co-ordinate relevant information obtained from incident and accident reporting (including near miss reporting), especially those which are considered to be weather-related, in order to effectively target gritting resources to prevent further incidents from occurring. 9.4.6 E&FM Safety Adviser To monitor, during severe weather, any accident and incident reports, including nearmiss incidents, especially those which are considered to be weather-related, and to ensure that, where relevant, information regarding weather-related incidents is communicated to those co-ordinating gritting operations, so that suitable preventative action can be taken promptly to prevent any further recurrences. 10 University Policy - severe weather, transport problems and reporting to work 10.1 10.2 The university s current policy on dealing with severe weather is repeated below for ease of reference. The university s formal position is that every member of staff has a duty to report for work at the normal workplace in accordance with his/her contractual commitment. Where a decision is made to send staff home before the end of the normal working day no deduction from pay will be made. Severe Weather Policy Version 6 Page 14 of 23
10.3 Where, because of severe weather, public transport strikes or major transport problems, such as a fuel shortage, normal travel arrangements are disrupted, all members of staff must make every reasonable effort to attend for work. Staff who experience great difficulty may agree other arrangements with the Head of School or Department, or a nominated supervisor, such as: (a) (b) (c) (d) (e) rearrangement of normal working hours to enable later attendance; working at home; working at another site or location which is more easily accessible; working additional hours at a later date to make up for lost time; and taking annual leave, flexi-leave (where applicable) or unpaid leave. Severe Weather Policy Version 6 Page 15 of 23
10.4 In circumstances where classes are suspended or workplaces temporarily closed due to bad weather or transport strikes, normal pay will apply where staff make every reasonable attempt to attend work or obtain approval for other arrangements. 11 Guidance for severe weather overnight causing disruption at the start of the day 11.1 If staff normally travel by car and are unable to then they should try alternative arrangements, e.g. public transport. If a regular bus or train service is not operating then it may be possible to get a later service, use a different operator or get to an alternative bus stop or station which is unaffected by the disruption, even if the journey to work may take slightly longer than usual. No additional expenses incurred due to alternative travel arrangements will be considered by the university. 11.2 Staff who live within a reasonable distance (deemed to be less than one hour walk i.e. within a 3 mile radius) and who are fit and able-bodied, have suitable clothing and footwear should consider if it is appropriate to walk to work. 11.3 Where the nature of the individual s work allows and where appropriate facilities are available, it may be possible for individuals, with the agreement of their manager, to work at home. Alternatively, it may be possible to get to another university building or other suitable location where appropriate facilities are available to enable normal working. 11.4 Where it is clear that travel to work will be problematic, the member of staff must telephone his/her line manager at the earliest opportunity to advise them of the situation and discuss whether it is possible to undertake any work at home or at an alternative location. Where severe weather conditions develop during the course of the working day, and it appears that staff may have difficulty in travelling home, it will be for Deans, Heads of Schools or Departments (or a nominated deputy) to decide, at local level, whether to close the Faculty/School/Department and send staff home early. 11.5 In making such a decision, due regard will be given to advice and information from appropriate sources, e.g. local radio, police and motoring organisations. 11.6 Where a decision is made to send staff home before the end of the normal working day no deduction from pay will be made. 11.7 Where severe weather conditions persist until the next working day, the provisions above should be followed. 11.8 If poor weather or major transport issues persist and staff do not reach their place of work despite the university/building not being closed, or where caring responsibilities Severe Weather Policy Version 6 Page 16 of 23
(such as school closures) or other reasonable short term, and unforeseen issues make attendance impossible various options may be considered as follows: a) Annual Leave In most instances it will be acceptable for a day s annual leave to be used, and, if the full year s leave entitlement has already been exhausted, it will be acceptable for a day to be brought forward from the next leave year. b) Time off in lieu Alternatively, the individual member of staff may elect to take the absence as time off in lieu and make up any lost time on days/dates as agreed with their line manager. c) Authorised unpaid leave As an alternative to the above, and subject to the agreement of the line manager, the individual may elect to take the day as unpaid leave. The manager will notify payroll accordingly and an appropriate deduction will be made from normal salary. 11.9 In the case of unusually severe weather, or where the Police give clear instructions to the public not to travel, except in emergencies, staff are required to contact their Head of School or Department, or appropriate supervisor, as soon as practicable and at the earliest opportunity, to report their position and discuss what options are open. Staff should expect consistent and equitable treatment according to the particular circumstances. Any particularly difficult circumstances may be the subject of consultation with the Director of Human Resources. 11.10 In the case of a transport strike, or severe weather, a Head of School or Department may take specific actions to ensure that certain staff involved in the provision of essential services reach their workplace. This may particularly effect staff involved in (but not limited to) the following areas: Security; Caretaking; Cleaning; Building maintenance; Halls of residence staff; Telephone operators; and Catering staff (contracted halls of residence). 11.11 Whilst this guidance applies to all university staff, these departments will operate local guidance for travel arrangements to their place of work for purposes of delivering the services required. Staff will be notified of their departmental guidance by the Head of Department, or, a nominated deputy, and all the other guidance in these notes will also apply in these cases. Severe Weather Policy Version 6 Page 17 of 23
11.12 A normal day s pay, for this purpose, means the normal daily hours and rate of pay as specified in the contract of employment for the relevant day of the week. Severe Weather Policy version 6
Appendix A Site Maps Showing the Priority Areas for Gritting (gritting highlighted in yellow) Severe Weather Policy Version 6 Page 19 of 23
Severe Weather Policy version 6
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