This notice provides guidelines in the event of an emergency, early dismissal or facility closure in SBA Field Offices due to adverse weather conditions or other disruptions of Government operations (e.g., disruption of power, water, etc.). Typically, severe weather is the most likely emergency circumstance warranting early dismissal or facility closure. Employees in field offices will follow the guidelines set forth in this notice whenever disruptions in Government operations occur.
Employees in the Washington, DC district office will follow the guidelines established by headquarters as coordinated with the Office of Personnel Management (OPM) and the DC Federal Executive Board.
Decisions on closing field offices before the workday begins, delayed arrivals or early dismissal of employees, shall be made by the head of the field office and should be guided by the findings and recommendations of local police, highway authorities, and local Federal Executive Board.
Note - Bargaining unit employees should follow the guidance outlined in their applicable collective bargaining agreement.
Requirements to Work for Emergency Employees and Teleworkers
Emergency Employees
Field Office closure or dismissal announcements do not apply to individuals who have been designated as emergency employees. Emergency employees are employees who a manager identifies and considers necessary to continue agency operations in any given emergency situation. Emergency employees are expected to report to work on time and to continue Government operations. However, under certain circumstances, a supervisor may grant an excused absence for an emergency employee based on individual hardship or circumstances unique to the employee.
Teleworkers
A telework employee may be required to work on a day when the offices are closed to the public (or when employees working at the office receive either a delayed arrival or early dismissal), and for such an employee, the day is a regular workday.
Failure to Work
If an employee who is required to work fails to report for work without adequate reason for his or her absence, SBA may place the employee on absence without official leave (AWOL), and the employee may potentially be disciplined for AWOL.
Continuity of Operations (COOP)
An early dismissal and temporary facility closure does NOT activate the Continuity of Operations Plan (COOP) and the COOP essential personnel designated under that plan. COOP is intended to address emergency threat situations and will be activated, if necessary, by specific notification to the essential personnel identified in the COOP Plan.
Notification to Employees of Operating Status
For disruptions identified prior to the beginning of the workday, the heads of the field offices will provide an announcement to local news media, local Federal Executive Board, Headquarters Management Board members, and the Chief Human Capital Officer (CHCO), the Assistant Administrator for the Office of Management and Administration and notify employees in accordance with existing communication protocols and systems. For example:
Emergency Alerts System (EAS);
Phone Tree protocol;
Dedicated phone line for employees to call for operating status;
Intranet; or
Other - Any existing internal operating policies/procedures the Field office has in effect to communicate important information to employees.
Guidelines:
The heads of field offices will provide one of the following five announcements when a disruption occurs before or during the workday. These announcements DO NOT apply to individuals who are designated as emergency employees. Emergency employees are expected to report for work on time unless excused by their supervisors.
|
Announcement |
What Announcement Means |
|
1. “OFFICES are OPEN; Employees are expected to report for work on time.” |
Employees are expected to report for work on time. Normal operating procedures are in effect. |
|
2. “OFFICES are OPEN and employees have the OPTION for UNSCHEDULED LEAVE OR UNSCHEDULED TELEWORK.” |
Employees who cannot report for work may request unscheduled leave or unscheduled telework for their entire scheduled workday. Employees must notify their supervisors of their intent to take unscheduled leave or unscheduled telework. Employees scheduled to telework on the day of the announcement are expected to begin telework on time or request unscheduled leave. Emergency employees are expected to report for work on time. |
|
3. “OFFICES are OPEN under a XX HOUR(S) DELAYED ARRIVAL and employees have the OPTION FOR UNSCHEDULED LEAVE OR UNSCHEDULED TELEWORK. Employees should plan to arrive for work no more than xx hour(s) later than they would normally arrive.” |
Non-emergency employees who report to the office will be granted excused absence (administrative leave) for up to the designated number of hours past their normal arrival time. Employees must notify their supervisors of their intent to take unscheduled leave or unscheduled telework. Non-emergency employees scheduled to telework on the day of the announcement are expected to begin telework on time or request unscheduled leave. Non-emergency employees may request supervisory approval to change their AWS day off or rearrange their work hours under a flexible work schedule. Emergency employees are expected to report for work on time. |
|
4. “OFFICES are OPEN. Employees should depart XX HOUR(S) earlier than their normal departure time from work and may request UNSCHEUDULED LEAVE to depart prior to their staggered departure times.” |
Non-emergency employees will be dismissed from their office early relative to their normal departure times from work and will be granted excused absence (administrative leave) for the number of hours remaining in their workday beyond their designated early departure time. Employees who must leave work earlier than their early dismissal time will be charged annual leave or leave without pay from the time of their departure through the remainder of their regularly scheduled workday. Employees on pre-approved leave for the entire workday or employees who requested unscheduled leave should be charged leave for the entire day. Teleworkers may be expected to continue to work from their telework sites, as specified in their telework agreements. Emergency employees are expected to remain at work |
|
5. “OFFICES are OPEN. Employees should depart XX HOUR(S) earlier than their normal departure ties and may request UNSCHEDULED LEAVE to depart perior to their staggered departure times. All employees MUST DEPART at no later than XX: XX at which time OFFICES are CLOSED TO THE PUBLIC.” |
Employees will be dismissed realative to their normal departure times and will be granted excused absence (administrative leave) for the number of hours remaining in their workdays beyond their staggered departure times. Employees whose staggered departure times are later than the final departure time should depart from their offices at the final departure time. Employees on pre-approved leave for the entire workday or employees who requested unscheduled leave should be charged leave for the entire day. Teleworkers may be expected to work from their telework sites, as specified in their telework agreements. Emergency employees are expected to remain at their worksites. |
|
6. “IMMEDIATE DEPARTURE. Employees should depart IMMEDIATELY. OFFICES are CLOSED TO THE PUBLIC.” |
Employees should depart immediately from their offices. Employees will be granted excused absence (administrative leave) for the number of hours remaining in their workday. Employees who depart before an immediate departure policy is announced should be charged annual leave or leave without pay beginning at the time the employee left work for the remainder of their scheduled workday. Employees scheduled to return from leave after an immediate departure is announced are to be charged leave for the period prior to the immediate departure time and granted excused absence for the remainder of the workday following the immediate departure time. Teleworkers may be expected to work from their telework sites, as specified in their telework agreements. Emergency employees are expected to remain at their worksites. Employees on alternative work schedules are not entitled to another AWS day off in lieu of the workday on which the agency is closed. |
|
7. “OFFICES are CLOSED TO THE PUBLIC.” |
Non-emergency employees (including employees on pre-approved leave) will be granted excused absence for the number of hours they were scheduled to work. This does not apply to employees on leave without pay, leave without pay for military duty, workers’ compensation, suspension, or in another non-pay status. Teleworkers may be expected to work from their telework sites, as specified in their telework agreements. Emergency employees are expected to report for work on time. Employees on alternative work schedules are not entitled to another AWS day off in lieu of the workday on which the agency is closed. |
|
8. “OFFICES are under SHELTER-IN-PLACE procedures and are CLOSED TO THE PUBLIC.” |
All employees should remain in their designated safe area until they are notified by agency officials when they may return to their offices or leave their worksites. Employees who are unable to enter their buildings due to shelter-in-place procedures should be granted excused absence (administrative leave) for the duration of the announcement. Teleworkers may be expected to work from their telework sites, as specified in their telework agreements. |
To obtain more information on OPM’s announcements and operating status, click here.
For any other additional information regarding dismissals and closures, please contact your servicing human resources office.
Also reference the SBA Telework SOP and any applicable bargaining unit agreement that may impact weather dismissals or closures in your area.
Kevin E. Mahoney
Chief Human Capital Officer
