sportscotland
Human Resources Toolkit
Adverse Weather or Other Extreme Circumstances Policy
1.0
Introduction
1.1
sportscotland recognises that there may be times when it is problematic for
employees to travel to work. This may be when the normal mode of transport is
not available due to inclement weather1 or public transport strikes or other
circumstances occur which are beyond the employee’s control. If problems arise
from individual domestic situations, such as a breakdown in childcare, these
should be dealt with under the Leave Policy. Although it is anticipated that such
problems will be infrequent the following policy provides guidelines should such
circumstances arise.
2.0
Scope of Policy
2.1
sportscotland’s policy is as follows:

All employees are expected to make every reasonable effort to get to work.

All employees must phone their Line Manager as soon as reasonably practicable
to let them know if they are going to be late or unable to attend work and no later
than one hour after their expected start time or as soon as reasonably
practicable.

Any employee who fails to notify sportscotland that they are unable to attend
work without a reasonable explanation will count as unauthorised absence and
will, therefore, be unpaid. Furthermore, it could constitute a disciplinary offence
which may result in formal disciplinary action being invoked following
investigation of the circumstances.

Employees who arrive late because of inclement weather or other such extreme
circumstances will not normally be expected to make up lost time as long as they
have made every effort to get to work or have made alternative working
arrangements and informed their Line Manager of their plans.

Employees who wish to leave work early because of the weather must consult
their Line Manager or a Senior Manager. In the case of worsening, or particularly
hazardous conditions which could have health and safety implications,
employees should be able to leave work earlier than usual without having to
make up any time lost. The responsible SMT member or Principal will
communicate to relevant areas if employees are to be sent home early. This
may be different for different areas of sportscotland.
‘Inclement weather’ is defined as snow, ice, fog, floods, which render extremely hazardous journeys by road, and by
both public and other private transport
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
3.0
There may be circumstances where an employee’s inability to attend work is
caused by a need to provide emergency care for family purposes e.g. in the
event of school/nursery closures, illness or other family situation. In such
circumstances guidance should be sought from the Leave Policy.
Guidelines
Severe Weather
3.1
During inclement weather, buses may be running but unable to reach some
areas. It is not unreasonable to expect employees to use an alternative nearby
bus stop on an open route.
3.2
In the event that weather conditions deteriorate during the working day and it
appears that employees may have difficulty in travelling home, a member of the
SMT or relevant Principal will consider whether employees should leave work
early and/or the office should close. This will be communicated to all areas as
appropriate. Information from the motoring organisations, the police, local radio
and other relevant sources will be taken into consideration when making such a
decision. There will be no loss of pay to employees in this circumstance.
3.3
In the event that weather conditions do not improve resulting in absence of more
than one day, employees should maintain regular contact with their Line
Manager.
3.4
Although sportscotland will not be unreasonable where extreme circumstances
prevent an employee from attending work, alternative arrangements will be
required if there is a regular or consistent pattern of time–off resulting from
inclement weather. This may be due to an employee living a considerable
distance from work or in a remote area. In such cases, consideration will be
given to a combination of paid, unpaid or annual leave being used during these
absences unless the employee is able to work remotely and has agreed this with
their Line Manager.
Guidelines for Employees
3.5
Generally employees choose where they live and how they travel to work. If an
employee travels to work by car and is unable to get to work because of the
weather or another reason e.g. national fuel shortage or some other
circumstance out with normal everyday life, it is expected that the employee will
make every effort to attend work by making alternative arrangements, e.g. public
transport. If an employee’s usual preferred mode of transport is by bus or train
and there is a public transport strike employees will be expected to arrange,
where possible, alternative travelling arrangements e.g., car-sharing, taxi etc.
Guidelines for Line Managers
3.6
Line Managers should ensure that employees understand the required reporting
arrangements which apply in the event that they anticipate difficulty in getting to
work or late arrival. This is consistent with existing guidelines for employees for
sickness or other forms of leave.
sportscotland HR Toolkit – Adverse Weather Policy
December 2010 – version 1.0
3.7
There is a wide range of factors which can apply and a decision as to how time
off should be categorised is a local one for the Line Manager, however,
consistency and fairness is very important. It is accepted that employees should
not take unreasonable risks in attempting to get to work in difficult or extremely
hazardous2 conditions and individuals should discuss their particular
circumstances with their Line Manager to decide upon the best course of action.
3.8
Employees are expected to make reasonable efforts to find alternative means of
getting to work which do not, in the case of inclement weather, cause a health
and safety risk. The following factors should be taken into account by the Line
Manager when exercising discretion in these circumstances. These include but
are not limited to:
3.9

Employees should check if public transport is running or if alternative travel
arrangements are possible e.g. taxi, walking, car sharing etc. In cases where
alternative transport is available employees will be expected to make use of
this even if this differs from their normal mode of transport.

Where the role can be performed other than at the individual’s normal base of
work, they should make arrangements to work from another sportscotland
site (where possible).

Where it is likely that the inclement weather or circumstance preventing the
employee from attending work will continue, working from home should be
considered. This is dependent on the nature of employment and whether
circumstances permit this to happen.

If the role cannot be undertaken at an alternative site or at home due to the
nature of the job, then consideration will be given to granting special paid
leave. This will not normally exceed 5 days. In these circumstances the
Leave Request form found in Appendix 1 must be completed and signed by
the Line Manager and forwarded to HR for processing, to ensure it is
recorded on the individual’s personal file.

Where it is known that the employee has mobility problems, special care
should be taken in reaching a decision relating to attendance and pay.
Further advice is available from HR on such cases.
When an employee has not been able to attend work at all for more than 5 days
due to inclement weather, or other extreme circumstances outwith their control,
then their Line Manager may come to an agreement with that individual as an
alternative to the above to allow them to:



take annual leave, or
elect to have authorised leave without pay, or
make up the time/hours lost within one month of the occurrence
Extremely hazardous’ is defined as those conditions in which the police and/or appropriate motoring organisations
advise people not to make unnecessary journeys or indeed travel at all.
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Further advice is available from HR on such cases with the Line Manager being
approving whichever option is taken.
Disciplinary Proceedings
3.10
Where a Line Manager who is concerned that an individual is using the weather
as an excuse to take a day off, when they could reasonably be expected to get
into work, may treat the absence as a disciplinary matter. Further advice to Line
Managers is available from HR on such cases.
4.0
Compliance
4.1
Employees who do not support this policy and procedure may be subject to
disciplinary action.
4.2
Compliance with this policy will be monitored by the Head of Human Resources.
sportscotland HR Toolkit – Adverse Weather Policy
December 2010 – version 1.0
5.1
Appendix 1 – Leave Request Form
Surname:
First Name:
Job Title:
Department:
1. Type of Absence:
I request paid / unpaid (please circle) leave of
absence for the following reason (please circle)
and attach appropriate documentation in support
of my application.
Employee No:
Compassionate Leave
Time off for dependants
Study / Examination Leave
Jury Service
Trade Union / Public Duties
Volunteer Forces
National Squad Training
Officiating at National Governing Body Level
Other (please specify):
Please provide further details in support of request:
2. Period of Absence (please record half days):
From (Date):
To (Date):
Return to work date:
Total number of days
absent:
3. Request approved by (all requests must be signed by the Line Manager):
Name (please print):
Job title:
Signature:
Date:
4. HR Use Only:
Date Received:
Name:
Signature:
Date:
sportscotland HR Toolkit – Adverse Weather Policy
December 2010 – version 1.0