Adverse weather – do I have to make time-up if I can’t get into work?

Provided you have made reasonable efforts to get into work, you will not be required to make time up if you can’t get to work because of adverse weather conditions; you should consider whether you are able to work from home or a workplace nearer to home.  In the Time Off Policy, managers are told to take a common sense approach, prioritising the safety of the employee – Time Off Policy

Source: Nationwide HR Policy: Time Off for Other Reasons Policy 

More Information

Nationwide has published further guidance about adverse weather in the Health & Safety Section of the Intranet.  This is reproduced below but please check the Intranet to see the latest version.

Adverse Weather: Health and Safety Guidance
21 Nov 2018

Introduction

Nationwide is committed to providing the standard of service our customers expect. To achieve this, Nationwide requires you to attend work in line with the terms and conditions that cover your employment. However, Nationwide understands that – sometimes – this may be difficult due to adverse weather we can’t control. Adverse weather can include flooding, ice or snow, etc. and can occur anywhere. This guide is to provide you with health and safety advice and guidance on how to cope with and manage these conditions without putting yourself, colleagues or customers at risk, whilst business continues.

It does not provide information on issues such as when to close a branch, send employees home etc. These decisions will be very much based upon local circumstances and business requirements. Further advice on these matters will be communicated in such circumstances by Line Management and Business Continuity.

Preparation

Everybody can do their part in getting ready for adverse weather which is important in reducing risk. Local weather and travel information is readily available via the TV, local radio stations or the internet. This information is generally up to date and is usually pretty accurate.

Across the business, many people have got laptops, consider if it is therefore possible to avoid travel altogether by working at home with the agreement of your manager. Connectivity to intranet, email etc may be limited or not available but by planning there is still work that can be done. Please refer to the laptop guidance provided on the intranet.

Slips, trips and Falls

• In adverse weather the number of reported slips, trips and falls increases. However most, if not all of these can be avoided by following a few simple rules:
• Wear appropriate footwear. Sturdy shoes, walking boots, training shoes or wellingtons may not be considered the height of fashion but will provide better grip and ankle support for walking in snow and ice. If necessary, take another pair of shoes with you to wear in the office
• Allow extra time when walking so that you’re not rushing
• When slippery under foot more concentration is needed to avoid slipping. Try to avoid distractions such as telephone calls or texting
• Don’t carry too much and have your hands free. (Use a back-pack to carry items if possible). Free hands will allow you to use handrails or steady yourself if you start to slip or fall
• When going into a building, wipe your feet thoroughly to remove excess snow or moisture. This will help avoid puddles on the floor that you, or others may then slip on

Travel

We all have to travel either to work or for work and there are things we can do to reduce risks, adverse weather need not bring things to a stand-still. Its about planning ahead, thinking about things differently and making alternative arrangements.

• Travelling by car:

o Put a shovel and blanket in the boot
o Make sure that your windows are clean, wipers, lights and washers work correctly and that your tyres are appropriate
o Listen to local travel reports for accidents and incidents
o Allow extra time for the journey
o Drive with extra care and take into account the road conditions
o Consider using alternative routes. Minor roads will often be difficult but main roads are usually kept clear for emergency vehicles and bus routes
o Always consider the police advice and consider if the journey is necessary. Where possible rearrange meetings to avoid excess travel
o If away from home, is over night accommodation appropriate? It is always best to travel in daylight in poor road conditions
o Car-share; if a colleague lives a short distance from you, why not arrange to walk to their house and drive in together. This will not only save money but will help to reduce the number of vehicles on the road and you can help each other in the event of something going wrong
o Use public transport; local roads and lanes may not be passable but can you walk to the main road or railway station and catch the bus or train to work?

• Travelling by public transport:

o Listen to local travel information as there may be cancellations or delays
o Wear appropriate footwear and clothing
o Allow extra time for the journeys

Building Management: Branch and Satellite Offices

In branches and in satellite offices the environment will change and there are a number of additional checks and actions that will need to be carried out.

• Check that all external fire exit doors can be opened. Clearing snow if necessary to allow them to open
• Car parks will not have been cleared or gritted. Avoid using if possible, if alternative arrangements are not possible drive and park with extreme care
• Steps and entrances into the branch or office must be kept clear. Sweep initially to remove snow or ice and then spread grit or salt (if you do not have a shovel, brush or grit/salt, these should be purchased locally and then claimed back with a receipt through expenses)
• Don’t block the public footpath
• Ensure that drip mats (where available) and signage are in place in the banking hall to help reduce puddles and warn the public
• Regularly monitor the floor to identify puddles of water or snow which should be cleaned up as soon as possible. Use paper towels or ‘Dry Mop’ to ensure floor is left dry.

• In extreme conditions, even when the heating is working correctly the banking hall and other areas may be colder than normal. In these circumstances there are a number of steps which can be taken:
o Check that the heating is working correctly and that air conditioning is not also cooling
o If you believe that there is a fault with heating, log a fault with Property Services Help Online, being very specific and quoting the office temperature. This should be 16 degrees centigrade or more
o Ensure that you have a thermometer available to monitor the temperature
o Some individuals may have medical conditions that are exacerbated by cold conditions (e.g. asthma, arthritis) and consideration must be given to additional measures
o Consider what people are wearing and relax uniform requirements, e.g. allow fleeces or similar to be worn
o Rotate staff more frequently to allow them to take hot drinks etc.

• Local conditions can vary significantly. It is therefore important to fully discuss your situation with your Area Office. In extreme conditions, it may be appropriate to close the branch, however there are alternatives that can be considered. This could include moving some people from the cold areas to warmer ones from host to a back office area. Consider the impact that the weather may have on the number of customers and your branch activities. Allow people to move around with the opportunity to warm up and get a hot drink. Where it is agreed to close the branch, the normal “temporary closure” process should be followed
• Report any accidents and investigate appropriately with action being taken as required to reduce or eliminate the risk
• Be reasonable with your expectations when logging faults, contractors will also be affected by the conditions and may take longer to respond than in normal weather conditions.

Building Management: Administration Offices

The Facilities team within Property Services will take appropriate action to manage the situation but it must be remembered that these are ‘adverse weather conditions’ and things will not be as normal.

• Checks are regularly made to ensure that all fire exits are clear and freely accessible
• Gritting procedures are in place to endeavour to keep all areas clear however, priority will be given to providing safe access and exit from the buildings and the main circulation routes. Car parks will be cleared when possible but this may be limited and extra caution will be required
• Additional drip mats will be provided to main entrances but people should still wipe their feet
• If you see puddles or spills, please report them immediately to Property Services Helpline so that they can be dealt with as appropriate
• Please listen to any tannoy announcements carefully
Communications, Additional Information and Guidance
• One of the key issues in times of adverse weather is communication. It is vitally important that we all talk to our line managers and that line managers communicate with you. If you are unable to travel, you must contact your manager as soon as possible, ideally an hour before you are due to start
• Make sure your personal details on PeopleSoft are up to date and that you have your manager’s contact details to hand at home. It is also important to have the contact details of other members of your team, this will help arrange travelling and working together
• Watch the intranet news page and your outlooks for updates and information from the business

For information on absence management, please refer to the HR Policy Point, Time Off for Other Reasons Policy, Travel Disruptions section, AskHR Helpline (09:00 to 17:00 Monday to Friday) 01793 556808

Travelling for Business

Before you travel for business purposes you should carry out a dynamic risk assessment to consider if it is appropriate to travel. Things to consider would include:

• Weather at current location and destination, talk to someone where you are going before setting out
• Weather forecast at current location and destination, remember circumstances can change quickly
• Review travel and weather warnings that may be issued, check for travel guidance from the police, AA or similar organisations
• Think about the distance and the proposed mode of travel
• Is travel necessary, can the meeting be held via tele-conference or video conference to avoid travel

If there is any doubt or concerns, meetings or appointments should be cancelled and rearranged when the conditions have improved.