Human Resources

At Your Service

Answers to Your Questions About Working at Penn

In order to keep Penn community members informed of University-wide policies and procedures, the first of a regular column from the Division of Human Resources debuts today in these pages. The column, which will appear once a month, uses a question-and-answer format to explain policies and procedures, both new and existing, and to answer specific questions from Penn faculty and staff.

At this time of the year, Human Resources receives many questions concerning the Special Winter Vacation and the University's closing procedures in the event of an emergency. Following are some of the questions that have been raised.

Question: What is the Special Winter Vacation?

Answer: Each year the Vice President for Human Resources announces the dates on which the Special Winter Vacation will be observed. This vacation has typically been the weekdays between Christmas Day and New Year's Day. This year, the dates are Dec. 26-29.

Question: Who is eligible for the Special Winter Vacation?

Answer: Regular full- and part-time staff members, including those in the introductory period, are eligible for the Special Winter Vacation.

If the special vacation day falls on a day that a regular, part-time staff member is scheduled to work, the staff member is paid at his/her normal rate and does not work. Regular, full-time staff members are paid for time not worked during the entire special vacation period.

University staff members working at HUP and the Wistar Institute are governed by the terms of HUP and Wistar policies. In those cases, a staff member should consult with Human Resources at HUP and Wistar Institute. Unionized staff members are covered by their collective bargaining agreements.

Question: My department requires me to work during the Special Winter Vacation. Am I entitled to additional pay if I work these days?

Answer: Staff members who are required to work during this period receive equivalent time off with pay, which must be taken within 90 days. Staff members should not receive pay in lieu of time off for working during this period.

Question: If I work during the Special Winter Vacation, do I receive additional compensation?

Answer: No. The days between Christmas Day and New Year's Day are not holidays. They are special vacation days. As a result, if you are required to work during this period, you will receive equivalent time off with pay.

Question: If weather experts are predicting severe weather conditions, do I have to report to work?

Answer: In general, despite predictions of bad weather, the University never stops operating. The University recognizes that there are unusual circumstances, such as severe weather conditions, when it may need to modify work schedules, cancel or delay classes, or close the University. Staff members who provide essential services are required to come to work.

Question: What are essential services?

Answer: Essential services are those services that must remain in operation at all times regardless of emergency conditions, in order to maintain health, safety and well-being of the University community. Individual departments designate certain jobs as essential. Staff members in jobs designated as essential are expected to remain at work if the closing occurs during their regular work schedule, or to report to work if the closing announcement is made before their regular work schedule begins.

Question: What does the University mean by modification of work schedules?

Answer: Modification of work schedules may take the form of either a partial or a full closing of the University's operations.

Question: How does the University notify staff members, faculty and students of modification of a work schedule or closing of the University?

Answer: The University will announce any emergency closings or modification to work schedules through the following:

1) the University's special information number: 898-MELT (6358);

2) KYW News Radio (1060 AM), the City of Philadelphia's formal emergency-closing center.

Please note that KYW is considered the official source of information to be used.

Question: How does KYW convey information regarding emergency closings?

Answer: KYW will use the University's emergency code numbers to indicate the type of closing for the University community. The codes are:

1) "102" for full and partial closing of day classes and schools/centers;

2) "2102" for full and partial cancellation of evening classes.

If you do not hear the University's code number or need further information, call 898-MELT.

If you have any questions regarding a Human Resource issue, please contact Human Resources at 898-6093 or e-mail us at askhr@a1.benhur.upenn.edu.