FM Custodial Snow Removal Procedure

Procedure Number: OP01
Issue Date: November 16, 2023
Last Revision Date: December 11, 2023

This document provides the circumstances under which Facilities Management custodial
employees will be called back for their essential job function of snow removal.

PPM 3-2a Fair Labor Standards Act (FLSA)
FM Policy 601: Emergency Response Policy

Compensatory Time: Leave time given in lieu of overtime pay, awarded until 90 hours are
Essential personnel: Personnel required to effect recovery and restoration of campus
functions and services. FM personnel are, by definition, essential personnel unless
specifically and personally notified otherwise.
Non-exempt Employees: Classified and hourly employees
Fair Labor Standards Act (FLSA): A Federal act that allows for compensatory or overtime to be
awarded for time worked in excess of a 40-hour work week.
Overtime: Any time worked that exceeds the hour allotment given to classified or hourly

Facilities Management is responsible for snow removal services at the Weber State University
Ogden Campus, and Davis Campus. The duty is critical to maintain campus access and safety
during and after snowstorms on roadways, parking lots and sidewalks. The effort requires precise
planning, coordination and the technical skill of operational staff including; Landscape staff,
Custodial staff, and may include other departments within Facilities Management.

A. Evening Custodial Snow Calls:

  1. All custodians, PTE and FTE, will be divided and placed into two rotating Snow Call groups within their cluster during the snow season. These groups will be on a two-week rotation of being either Active or on Standby.
  2. The Active group will respond to a snow calls immediately during those two weeks.
  3. The area supervisors will work with their cluster supervisors to provide as much advance notice for a snow call as they can when they know a snow storm is coming.
  4. Area supervisors will send the Active group home at 10:30pm and those personnel must report back for morning snow removal at 5:30am the following morning and work until snow is cleared.
  5. During snow calls, personnel will receive two hours of pay minimum and then any time above that if snow removal takes longer.
  6. The Standby group will continue working their regular shifts fulfilling the custodial essential job functions and helping in the areas the Active group are in charge of for the remaining two hours during their standby weeks. However, in the case of emergency all custodians can be called to assist with snow removal.
  7.  The Standby group may also be called during their standby weeks if there are emergency call-outs made and more personnel are needed for coverage.

B. Emergency Absences Call-outs:

  1. The call out procedure is that employees will request time off in advance for scheduled occurrences such as doctor’s appointments, vacation, school, etc. and work with the supervisor to find coverage in case of a snow call. In case of an unscheduled emergency or unavoidable one-time occurrence such as any illness that may prevent employees from coming to work, they will notify us as soon as they’re able to but no later than 1 hour before their scheduled snow call arrival time.
  2. Employees are limited to three emergency reasons for calling out during the entire season. Refusal to work without such a reason is unacceptable and the employee will be addressed with disciplinary action as outlined below. A text message is acceptable as a quick notification but it should be followed by an email or Google Chat message. To protect employees’ privacy, they are never required to specify the nature of their health issues. All notifications will be sent to the Area Supervisor.

a. Disciplinary Action Procedure:

  • The first three emergency absence call-outs will count towards a verbal warning. The fourth emergency absence call-out will be a written reprimand. If a fifth emergency absence call-out is made, it will result in termination of employment.

  • Failure to provide the appropriate notification and not arriving at the scheduled arrival time will result in a no call/no show. In the event of a no call/no show, the first will be a written reprimand. If there is a second occurrence, it will result in termination of employment.