Washington, DC, Area Dismissal or Closure Procedures
Introduction
The following guidelines apply to situations that prevent significant numbers
of Federal employees in the Washington, DC, area from reporting for work on
time or which require agencies to close all or part of their activities, including
major disasters and other emergency situations (e.g., terrorist attacks, exposure
to biohazards, and other severe hazardous conditions), adverse weather conditions
(snow emergencies, severe icing conditions, floods, and hurricanes), natural
disasters, and other incidents causing disruptions of Government operations
(disruption of power and/or water, interruption of public transportation, closing
of major transportation routes, etc.). Federal Executive Boards and Federal
Executive Associations have coordinated similar dismissal or closure procedures
in other major metropolitan areas. When there are disruptions of Government
operations, the Office of Personnel Management (OPM) will make announcements
to the media as to whether Federal agencies in the Washington, DC, area are
"open" or "closed," or operating under an
"unscheduled leave," "delayed arrival," or
"early dismissal" policy. The announcements are defined in
the table below.
These procedures apply to employees in all executive agencies located inside
the "Washington Capital Beltway" (the highway that circles the nation's
capital). These procedures do not apply to employees of the U.S. Postal Service,
the government of the District of Columbia, or private sector entities, including
contractors. Agency facilities outside the Washington Capital Beltway may prefer
to develop their own plans, since they are subject to different weather and
traffic conditions than those inside the Beltway. In unusual situations, however,
the Office of Personnel Management (OPM) may issue guidelines affecting agency
facilities outside the Washington Capital Beltway, as well.
It is essential that Federal agencies in the metropolitan area comply with
this area-wide plan and the announced decisions on dismissal or closure. These
procedures are based on the principle that the business of the Federal Government
is vital to serving the public everywhere and that we must do so without compromising
the safety of our employees. Agencies should avoid independent action. Agencies
generally look to OPM to coordinate any decisions to dismiss Federal employees
from work with officials in local and Federal agencies, transportation authorities,
and the media so as to minimize disruption of the highway and transit systems,
reduce traffic congestion, and ensure that affected employees are treated as
consistently as possible. Therefore, all employees are expected to report for
work or remain at work unless specifically excused by their supervisors.
Agencies that find it necessary to exclude certain offices, activities, or
categories of employees from this plan should notify OPM of such exemptions
and update such notices when necessary. Application of this guidance must be
consistent with the provisions of applicable collective bargaining agreements
or other controlling policies, authorities, and instructions.
In addition, we have provided pay and leave guidance for employees affected
by the "Washington, DC, Area Dismissal or Closures Procedures" at
http://www.opm.gov/oca/compmemo/dismissalQA.asp.
Designating "Emergency Employees" and "Mission-Critical"
Emergency Employees
Agencies should designate emergency employees who are critical to agency
operations in dismissal or closure situations. Each agency head has the discretion
to identify and designate those employees that he or she judges to be necessary
to continue agency operations in any given emergency situation. There are no
standard definitions or categories in this regard, and agency heads (or their
designees, as applicable) are free to make such determinations based on the
agency's unique mission requirements and/or circumstances. The designation of
emergency employees may vary according to the particular nature of an exigency.
Such designations should be part of an agency's emergency response/continuity
of operations plans and should be communicated (preferably well in advance)
to emergency employees, so that they can be prepared to support and sustain
agency operations in an emergency.
In addition, agencies may wish to identify a cadre of "mission-critical"
emergency employees who are expected to remain in contact with their
agencies at all times during any closure situation and may be called to work
during emergencies dealing with national security, extended emergencies, or
other unique situations. Agencies must identify the emergency situations in
which "mission-critical" emergency employees will be expected to report
for work and whether such employees must report for work at their regular worksites
or alternative worksites.
Telework Employees
We recognize that employees who telework from home or from an alternative worksite
are an invaluable resource during an emergency. Therefore, agencies may wish
to modify their current policies concerning emergency situations to require
telework employees to continue to work at their alternative worksites on their
teleworkday or on any of their regularly scheduled workdays when the agency
is closed. Any requirement that a telework employee continue to work if the
agency closes on his or her teleworkday or on any of his or her regularly scheduled
workdays should be included in the employee's formal or informal telework agreement.
On a case-by-case basis, an agency may excuse a telework employee from duty
during an emergency if the emergency adversely affects the telework site (e.g.,
disruption of electricity, loss of heat, etc.), if the teleworker faces a personal
hardship that prevents him or her from working successfully at the telework
site, or if the teleworker's duties are such that he or she cannot continue
to work without contact with the regular worksite.
OPM'S RESPONSIBILITIES
- In the Washington, DC, area, OPM is the Federal Government's point of contact
with municipal governments and regional organizations, such as the Washington
Metropolitan Area Transit Authority (METRO). OPM officials will consult with
various officials, including appropriate D.C. government, municipal and regional
officials before the Director makes a decision on closure, dismissal, or special
leave treatment.
- The Director of OPM will make a decision on whether to curtail Federal
operations. This decision will be based on the need to keep Federal operations
functioning as normally as possible and on concern for the safety of Federal
employees.
- We will notify agency Human Resources Directors and Chief Human Capital
Officers of any decision to "close" Federal agencies, or announce
an "unscheduled leave," "delayed arrival," or "early
dismissal" policy. Information will be available at http://www.opm.gov/status/index/asp.
AGENCY RESPONSIBILITIES
- At least annually, agencies should establish and disseminate written procedures
for dismissal or closure to employees working in the Washington, DC, area.
The notice should tell employees how they will be notified and include the
text of the media announcements to be used and a detailed explanation of their
meaning.
- Agencies should notify their employees of the procedures for requesting
leave when an "unscheduled leave" policy is announced. When
an "unscheduled leave" policy is announced, employees must
notify their agencies of their intent to take unscheduled annual leave, leave
without pay, and/or the use of previously earned compensatory time off or
earned credit hours under an alternative work schedule.
- At least annually, agencies should identify those employees who must
report for work and continue Government operations during a disruption of
operations and notify them in writing that they are designated as "emergency
employees." The notice identifying employees as emergency employees
should include the requirement that such employees report for or remain at
work when operations are disrupted and an explanation that dismissal or closure
announcements do not apply to them unless they are instructed otherwise. In
addition, agencies may identify a cadre of "mission-critical"
emergency employees who may be called to work during extended emergencies,
emergencies dealing with national security, or other unique situations. Agencies
must identify the emergency situations in which "mission-critical"
emergency employees will be expected to report for work and notify the "mission-critical"
emergency employees of this policy. Agencies should direct "mission-critical"
emergency employees to report for work either at their regular worksite or
alternative worksite. Further, "mission-critical" emergency employees
are expected to remain in contact with their agencies at all times during
any closure situation. Agencies may wish to issue communications and other
equipment to "mission-critical" emergency employees to facilitate
contact in these situations.
If an agency determines that a situation requires "non-emergency employees"
to report for or remain at work when Government operations are disrupted,
the agency should establish a procedure for notifying them individually.
- An agency must include in the employee's formal or informal telework agreement
any requirement that telework employees continue to work at their alternative
worksites on their teleworkday or on any of their regularly scheduled workdays
when the agency is closed. At least annually, agencies should remind all teleworkers
of this requirement.
- Agencies must notify employees that if they are required to report for work
and are not otherwise granted excused absence, they will be charged absence
without leave (AWOL) for the period not worked and may potentially be disciplined
for the AWOL at the agency's discretion.
- Agencies are responsible for determining closure, dismissal, and leave
policies for employees on shift work and alternative work schedules (i.e.,
flexible or compressed work schedules) and for informing employees of these
policies.
Excused Absence
Agencies are encouraged to follow these procedures. However, agencies have
discretionary authority to grant a reasonable amount of excused absence for
individual hardships or circumstances unique to an employee. For example, factors
such as distance, availability of public transportation, or available alternatives
to childcare or eldercare may be considered.
No Additional Pay or Paid Time Off for Employees Who Must Work
Emergency employees and telework employees who are required to work during
their regular tour of duty on a day when their agency is closed (or when other
employees are dismissed early) are not entitled to receive overtime pay, credit
hours, or compensatory time off for performing work during their regularly scheduled
hours.
Extended Emergency Situations
In an emergency situation, Government operations may be disrupted for extended
periods. OPM has provided numerous resources to enable you to continue the effective
functioning of your organization during an emergency situation. This information
is available at http://www.opm.gov/emergency.
In addition, the following fact sheets offering further guidance on continuing
operations during extended emergencies are available on OPM's website:
Emergency Situations that Prevent Employees from Reporting for Work
http://www.opm.gov/oca/compmemo/2003/PreventEmpsReportingforWork.asp
Emergency Situations that Restrict Employees to their Agency's Premises
("Shelter in Place")
http://www.opm.gov/oca/compmemo/2003/ShelterInPlace.asp
Furloughs Due to Extended Emergencies
http://www.opm.gov/oca/compmemo/2003/Furloughs.asp
Status of Government Operations
DISRUPTIONS BEFORE THE WORKDAY BEGINS
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The Office of Personnel Management will provide one of the following five announcements to the media when a disruption occurs before the workday begins. 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
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What Announcement Means
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- "Federal agencies in the Washington, DC, area are OPEN; employees
are expected to report for work on time."
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Employees are expected to report for work on time.
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- "Federal agencies in the Washington, DC, area are OPEN under
an UNSCHEDULED LEAVE policy."
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Employees who cannot report for work may request unscheduled leave for
their entire scheduled workday. Employees must notify their supervisors
of their intent to take unscheduled leave.
Emergency employees are expected to report for work on time.
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- "Federal agencies in the Washington, DC, area are OPEN under
a DELAYED ARRIVAL policy. Employees should plan to arrive for
work no more than xx hours later than they would normally arrive."
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Employees should plan their commutes so that they arrive for work no
more than xx hours later than they would normally arrive. Employees who
arrive for work more than xx hours later than their normal arrival time
will be charged annual leave or leave without pay for the additional period
of absence from work.
Telework employees are expected to report for work on time.
Emergency employees are expected to report for work on time.
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- "Federal agencies in the Washington, DC, area are OPEN under
a DELAYED ARRIVAL/UNSCHEDULED LEAVE policy. Employees should
plan to arrive for work no more than xx hours later than they would
normally arrive, and employees who cannot report for work may take unscheduled
leave."
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Employees should plan their commutes so that they arrive for work no
more than xx hours later than they would normally arrive. Employees who
arrive for work more than xx hours later than their normal arrival time
will be charged annual leave or leave without pay for the additional period
of absence from work.
Telework employees are expected to report for work on time.
Employees who cannot report for work may request unscheduled leave for
their entire scheduled workday.
Emergency employees are expected to report for work on time.
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- "Federal agencies are CLOSED."
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Federal agencies are closed. Emergency employees are expected to report
for work on time. 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, workers' compensation, suspension, or in another nonpay status.
Telework employees may be expected to work from their telework sites,
as specified in their telework agreements. Employees on alternative work
schedules are not entitled to another AWS day off in lieu of the workday
on which the agency is closed.
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DISRUPTIONS AFTER THE WORKDAY BEGINS
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The Office of Personnel Management will provide the following announcement to the media when a disruption occurs after the workday begins. This announcement does not apply to individuals who are designated as "emergency employees." Emergency employees are expected to remain at work unless excused by their supervisors. |
Announcement
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What Announcement Means
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"Federal agencies in the Washington, DC, area are operating under an
EARLY DISMISSAL policy. Employees should be dismissed by their
agencies xx hours earlier than their normal departure time from work."
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Employees should be dismissed by their agencies relative to their normal
departure times from work. For example, if a 3-hour "early dismissal"
policy is announced, workers who normally leave their offices at 4:00
p.m. should leave at 1:00 p.m. 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 or unscheduled leave for the entire day
should be charged leave for the entire day.
Emergency employees are expected to remain at work.
Telework employees may be expected to continue to work from their telework
sites, as specified in their telework agreements.
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