Administrative Leave For Emergency Conditions for USPS and A&P Employees
Larry T. Ellis, Director
While emergency conditions are not common at the University of Florida, these situations occasionally occur. If an emergency condition does occur, the Vice President of Administrative Affairs must approve the use of administrative leave for USPS and A&P employees before it is granted. With this in mind, you should be aware of the specific guidelines a University of Florida college or department should follow if the situation is not covered by an executive order from the Governor. (If an executive order is issued impacting University of Florida employees, University Personnel Services will provide you with specific instructions on how to handle leave issues for USPS and A&P employees based on the language of the executive order.)
GUIDELINES FOR EMERGENCY CONDITIONS
If safety in the work environment or office is an issue, immediately contact Environmental Health and Safety (EH&S) at 392-1591 or the University Police Department (UPD) at 392-1111 as appropriate. Representatives from these departments will assess the situation and advise whether the area is considered safe. Be sure to take notes on the discussion and retain a copy of reports. Please note that even if EH&S or UPD advises that a work area is not safe, these departments do not have the authority to grant employees administrative leave.
If employees are unable to remain in their worksite, notify the appropriate Dean or Director’s Office and obtain assistance in locating alternate worksites or work assignments. Please note: Your department’s first step when faced with an emergency situation is to identify alternate work sites. Options such as altering work and lunch schedules in order to minimize time away from the department should be considered at this time.
If an alternate worksite or work assignment is not available, immediately contact the satellite personnel office assigned to the work area or Central Leave Administration (at 392-5732) before releasing any employee from work, unless the employee is granted use of personal annual leave or, if applicable, sick leave.
Be prepared to provide the following information to the satellite personnel manager and/or to Central Leave Administration:
- a description of the situation (suddenness and/or unpredictability, etc.)
- an accurate accounting of the employees affected.
If appropriate, the satellite personnel office or Central Leave Administration will assist you in the preparation of a formal written request to the Vice President of Administrative Affairs for approval of administrative leave. You will also be given instructions on how to handle leave issues for employees during the approval process.
UNITS LOCATED OUTSIDE OF ALACHUA COUNTY
Approval of administrative leave has been delegated to the center directors for IFAS facilities located outside of Alachua County (unless a Governor’s executive order is in place for the county, in which case it takes precedence as described above.) All other units outside of Alachua County should follow the procedures outlined above for approval of administrative leave.
QUESTIONS
Please refer questions about these guidelines to Sandra Lovegrove, Coordinator Central Leave Administration, at 392-5732. Your personnel satellite office is also available to assist you. Personnel satellite office numbers and email addresses are available at http://www.ups.ufl.edu/emprelations/default.htm. Questions about attendance and leave policies for faculty members should be directed to Academic Personnel at 392-1251.Larry T. Ellis, Director
While emergency conditions are not common at the University of Florida, these situations occasionally occur. If an emergency condition does occur, the Vice President of Administrative Affairs must approve the use of administrative leave for USPS and A&P employees before it is granted. With this in mind, you should be aware of the specific guidelines a University of Florida college or department should follow if the situation is not covered by an executive order from the Governor. (If an executive order is issued impacting University of Florida employees, University Personnel Services will provide you with specific instructions on how to handle leave issues for USPS and A&P employees based on the language of the executive order.)
GUIDELINES FOR EMERGENCY CONDITIONS
If safety in the work environment or office is an issue, immediately contact Environmental Health and Safety (EH&S) at 392-1591 or the University Police Department (UPD) at 392-1111 as appropriate. Representatives from these departments will assess the situation and advise whether the area is considered safe. Be sure to take notes on the discussion and retain a copy of reports. Please note that even if EH&S or UPD advises that a work area is not safe, these departments do not have the authority to grant employees administrative leave.
If employees are unable to remain in their worksite, notify the appropriate Dean or Director’s Office and obtain assistance in locating alternate worksites or work assignments. Please note: Your department’s first step when faced with an emergency situation is to identify alternate work sites. Options such as altering work and lunch schedules in order to minimize time away from the department should be considered at this time.
If an alternate worksite or work assignment is not available, immediately contact the satellite personnel office assigned to the work area or Central Leave Administration (at 392-5732) before releasing any employee from work, unless the employee is granted use of personal annual leave or, if applicable, sick leave.
Be prepared to provide the following information to the satellite personnel manager and/or to Central Leave Administration:
- a description of the situation (suddenness and/or unpredictability, etc.)
- an accurate accounting of the employees affected.
If appropriate, the satellite personnel office or Central Leave Administration will assist you in the preparation of a formal written request to the Vice President of Administrative Affairs for approval of administrative leave. You will also be given instructions on how to handle leave issues for employees during the approval process.
UNITS LOCATED OUTSIDE OF ALACHUA COUNTY
Approval of administrative leave has been delegated to the center directors for IFAS facilities located outside of Alachua County (unless a Governor’s executive order is in place for the county, in which case it takes precedence as described above.) All other units outside of Alachua County should follow the procedures outlined above for approval of administrative leave.
QUESTIONS
Please refer questions about these guidelines to Sandra Lovegrove, Coordinator Central Leave Administration, at 392-5732. Your personnel satellite office is also available to assist you. Personnel satellite office numbers and email addresses are available at http://www.ups.ufl.edu/emprelations/default.htm. Questions about attendance and leave policies for faculty members should be directed to Academic Personnel at 392-1251.
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