Excessive Heat Policy

Policy Statement

There are several University administrative buildings or portions of buildings on campus that are not air-conditioned and, occasionally, buildings that are normally air-conditioned may experience system interruptions. During the summer months, there are times when the temperature in these buildings rises to a point where employees find it difficult to work effectively. Options available to employees are provided below in Policy Procedures.

State Policy 

Under state policy, employee absences resulting from severe weather conditions, including “directed absences,” must be charged to appropriate leave credits, even under circumstances requiring the cancellation of classes or the closing of the University. (See the Human Resources web page regarding Severe Weather Conditions).

Purpose/Scope

This policy applies to all buildings and grounds, whether owned or leased by the University, and are occupied and utilized by faculty and staff.

Applicability

All faculty and staff are expected to comply with this policy. Department heads are charged with enforcement of this policy.

Definitions

There are no definitions for this policy at this time.

Policy Procedures

Options available to employees

Comfort levels related to the temperature in an office setting are often times a very subjective thing. Several options are available to employees and their supervisors who make the determination that occupying an office in excessive heat is detrimental to an employee’s health or is just not conducive to effectively performing administrative tasks.

All options below require supervisor approval:

• Use of sick leave — In such cases where the employee believes that excessive heat is exacerbating a medical condition, that employee may use accrued sick leave to cover their absence. Medical documentation may be required, per the union contract.
• Alternative worksite on campus — Employees should work with their supervisor to find a temporary worksite on campus that will accommodate the employee’s needs.
• Alternative worksite off-site — With supervisor approval, an off-site worksite may be established in the case where the employee may effectively work at that site, i.e., has access to appropriate computer and other files and is not responsible for direct customer service.
• Adjusted work schedules — With supervisor approval, employees may start earlier in the day and leave earlier in the day if responsibilities can be met and office service levels are maintained.
• Use of other accrued leave — In cases where employees find the level of heat in offices to be beyond an acceptable level of comfort, the employee may use vacation or other accrued leave, except for sick leave, to cover their absences.

Links to Related Procedures and Information

There are no links for this policy at this time.

Contact Information

Office of Human Resources (585) 395-2126

History (in descending order)

Approval

This policy was approved by President’s Cabinet on 2022-05-04