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Purpose and Scope
The purpose of this document is to formalize departmental policies governing the response to emergency situations by Physical Facilities Department (PFD) employees. These procedures align with Miami University regulations and encompass emergency call-ins (call-backs) and technical phone calls. This policy applies to all classified employees within the Physical Facilities Department.
Policy
While every effort is made to adhere to a standard forty (40) hour work week, designated Physical Facilities employees may be called in for technical advice or assistance during emergency situations. Employees are expected to fulfill their regularly scheduled hours for the week, regardless of technical calls or call-in pay.
- Emergency Call-In: When a classified employee has left/is not on the University premises and is called in outside their regular work shift with less than 48-hours notice, the employee shall receive a minimum of four (4) hours of pay at their normal hourly rate, starting from the time of clock-in. Hours exceeding forty (40) in the week are compensated at 1 1/2 times the normal pay rate. This does not apply to an emergency extension of the scheduled work shift.
- Technical Phone Call: If a classified employee is called for technical advice while not at work, they shall be compensated at 0.75 hours. For calls lasting longer than 0.75 hours, the employee should be paid for the actual time spent providing technical guidance. Phone records may be requested before processing. Supervisors should record each technical phone call as 0.75 hours in the payroll timekeeping system. Technical phone calls count toward overtime when the employee works more than 40 hours. If a technical phone call results in a call-in, the employee is not paid for the initial phone call.
Definitions
- Scheduled Overtime: Overtime offered with more than a 48-hour notice.
- Scheduled Work Hours: The schedule developed or assigned for the workweek.
- Emergency Call-In: When a classified employee has left/is not on the University premises and is called back to work with less than 48 hours notice, outside of their regular working hours.
- Technical Phone Call: When a classified employee is called for technical assistance or guidance outside of their normal work hours and away from work.
- Authorized Personnel: Directors, Managers, Supervisors, or individuals temporarily granted authority by the work unit department head.
- Work Unit:
- Building Services
- Grounds
- Building Maintenance
- Utility Enterprise Auxiliary (UEA)
Procedures
All emergencies should be communicated to the appropriate manager on duty and handled through normal channels; incoming calls to PFD shall be routed via the Facilities Operations Center (513-529-6111). During times the Operations Center is closed, all calls are automatically forwarded to MUPD dispatch.
Authorized personnel within the work unit shall determine if a technical call or call-in is warranted. If either is appropriate, the technical phone call or call-back list shall be used in the order designated for that time period.
Non-Scheduled Call-In List: An emergency call-in, overtime list may be maintained per work unit. It is the responsibility of the managers and supervisors of the work unit to ensure that all qualified employees are offered an opportunity to be included in the emergency call-in list.
Revision History