Plan B - Frequently Asked Questions (FAQ) Regarding
University Delays or Closures for Adverse Weather or Emergency

Occasionally, adverse weather or other emergencies may lead the lead the University to delay or close operations. In the event this occurs, employees should be aware of their status and responsibilities during such an event. We address some common questions related to University delays/closures below.

How will I know if the University is on a delay or closed?

This very rarely happens, but may on occasion. You can find out by watching the local news, listening to local radio or by signing up for UK emergency alert notifications. You can choose your preferred method of first, second and third level of contact from home phone, cell phone, email, text, and so on. You may also call UK Infoline at 859-257-5684.

What is Plan B?

Normal operations (everyone coming into work on their scheduled time) is Plan A. Plan B is instituted in an emergency and requires essential staff (Hospital, Physical  Plant, Auxiliary Services, IT,  etc.) to report to work.   Plan B is outlined in HR Policy and Procedure # 71.0, University Emergencies.  [Note: Essential employees are required to come to work on a normal schedule regardless of any Plan B delays, closures, or cancellations.] If you are unsure if you are an “essential employee”, see below for details or contact your supervisor.

How do I know if I am an essential employee?

You should be notified of your status by your department. In general, essential-status employees include but are not necessarily limited to:

• all UK Chandler Hospital and Good Samaritan Hospital employees
• all Physical Plant Division (Medical Center and campus) employees
• Food Service and Environmental Service employees working in UK Hospitals (UK Chandler Hospital and Good Samaritan Hospital) and student facilities
• Information Technology employees such as telephone operators, Data Center operations staff, and designated network specialists.

If you have questions, please check with your supervisor to confirm your status.

Will work done by essential employees during periods of closures or cancellations count as "comp time"?

Essential employees reporting to work in non-hospital areas during Plan B events will receive their regular rate of pay and receive an equivalent amount of time off with pay (to be taken within six weeks). Hospital employees' attendance during Plan B events will be counted as normal time with no equivalent time off with pay.

How should regular, non-essential employees indicate delay or closure time on their timesheets?

Assuming the employee does not report to work during the delay or closure period...

Indicate the appropriate period of time on your timesheet with a 7407 Emergency Closing absence/attendance code.

For example, if the University operates on a two-delay and you are a regular employee whose normal start time is 8:00 a.m., indicate the time between 8 a.m. and 10 a.m. as a 7407 Emergency Closing code. You will be paid for this time. Non-regular employees are only paid for actual hours worked and will not be paid for the Emergency Closing time if they did not come in. Please check with your supervisor regarding specific use of the Emergency Closing time code for your situation.

If the employee reports to work at his/her regular time despite an opening delay...

Because the official University start time is 8:00am, regardless of  an employee's start time  or work schedule, employees who report to work on a day when UK has an Emergency Closing or Delay, will receive the number of hours of Emergency Closing leave  based on 8:00am as the official start time of the UK work day.

If the hours of Emergency Closing Leave are not taken on that particular day (because the employee reported to work as usual and worked a full day, or was considered essential staff and required to work as usual), the hours of Emergency Leave must be taken/provided within 6 weeks.

If the employee works a regular schedule and does not receive the hours of Emergency Leave within the 6 weeks timeframe, the employee may be paid for the hours, but it will not count toward overtime. [See HR Policy & Procedure # 71.0, Emergency Closing, Policy Section (2).] 

What happens if an essential employee does not report to work on time in the event of a Plan B closure or delay?

Per HR Policy & Procedure 71.0, essential employees who are required to work during a period of emergency, but who do not report to work as scheduled, shall be subject to corrective action up to and including termination of employment.

Non-essential employees who are unable to report to work at the delayed University opening time must take the additional time away from work as Vacation Leave. 

NOTE:  If an employee is already scheduled to be off work (Vacation Leave, Temporary Disability Leave, Funeral Leave, etc.), he/she does not get additional emergency closing leave.  The time should remain as vacation leave, temporary disability leave, etc.

Related Web Resources

*** Click here to read HR's 2008 announcement regarding Plan B protocols. ***

*** Please see also the official University statement regarding Plan B processes by clicking here. ***

Related Policy

For more details on University Emergency (Plan B) policy (HR Policy & Procedure 71.0), click here. If you have questions, please contact Employee Relations at (859) 257-8758.

* Since all UK Hospital employees are considered essential, Plan B-related scheduling and compensation policies are truly relevant only to non-hospital employees. Per policy 71.0, "Any emergency shall have no effect on the University Hospital schedule."

*** Please see also the official University statement regarding Plan B processes by clicking here. ***