As winter approaches, we must again prepare for the season’s hazardous weather and the potential effects to the operating hours of the base. This memorandum describes the Wright-Patterson AFB reporting procedures during adverse winter weather including snow and freezing rain. The procedures are based on my principle of fostering a safe, secure, and operational environment for conducting the mission, which is vital to defending our nation. Please review this guidance carefully.
If a decision for early release is made during normal duty hours, it is transmitted to all base organizations via phone calls, e-mail, text messaging, and pop-up messages. Notifications may also be made by using either telephone backup systems or runners as described in WPAFBI 36-802, Release of Personnel Due to Hazardous Weather or Emergency Conditions. Decisions regarding delayed arrival or base closure will be transmitted via the WPAFB AtHoc Emergency Mass Notification System, website announcement, radio, and television. The most accurate weather delay information will always be located on the Wright-Patterson website and snowline. Please check these systems first at www.wpafb.af.mil and (937) 656-SNOW (7669).
The standard public news release will state one of the following messages:
a. Wright-Patterson AFB is closed. Telework employees continue to work or take appropriate leave. Personnel who are designated mission-essential or mission-essential for current mission efforts as assigned by their commander or supervisor will continue to work. All other employees will be granted weather and safety leave for the hours they were scheduled to work. Mission-essential employees must use Gate(s) __, __. and __ (as provided by 88 ABW/CC or designated representative). Only emergency medical services are available at the Wright-Patterson Medical Center during an installation closure.
b. Wright-Patterson AFB employees are on a ___ (i.e., 1, 2, 3 or 4) hour delay from normal reporting time this morning on XXX XX, 2024. Telework employees continue to work or take appropriate leave. Personnel who are designated mission-essential or mission-essential for current mission efforts as assigned by their commander or supervisor will continue to work. All other employees will be granted weather and safety leave for the hours of delayed reporting time. Mission-essential employees must use Gate(s) __, __, and __ (as provided by 88 ABW/CC or designated representative). All other gates will be delayed in opening by__ (i.e., 1, 2, 3 or 4) hours. Only emergency services are available at the Wright-Patterson Medical Center until staff are able to safely report within delayed reporting guidance.
c. Wright-Patterson AFB employees are authorized an early departure beginning at _____ local today. Telework employees continue to work or take appropriate leave. Personnel who are designated mission-essential or mission-essential for current mission efforts as assigned by their commander or supervisor will continue to work. All other employees will be granted weather and safety leave for the hours of early departure time. Commanders will use a disciplined staggered release to reduce congestion. Please use all outbound traffic lanes when exiting the gates. Wright-Patterson Medical Center may curtail non-emergency services in order to allow for the safe departure of staff.
Under OPM’s weather and safety leave regulations, all telework program participants will be ineligible for weather and safety leave when a closure is announced except in rare circumstances. Employees participating in a telework program must telework, take other leave (paid or unpaid) or paid time off (as approved by the agency), or a combination of both, unless an exception applies. Please see number 8 in the Questions and Answers attached to this memo.
Supervisors and employees are reminded to review applicable Telework Agreements to ensure expectations are clearly defined and communicated regarding their employees’ telework status during periods of inclement weather resulting in base closure, late arrival, and/or early dismissal. Some employees may be required to work at their alternate work sites in accordance with their Telework Agreements. For example, if the installation closes due to snow or icy conditions, teleworking employees should know they are expected to telework from their alternate duty location. Additional relevant telework guidance is contained in the attached questions and answers.
Military and/or civilian mission-essential personnel are defined as “personnel required to maintain the minimum base operating functions.” Some examples include, but are not limited to, designated Medical Group personnel, firefighters, Security Forces, dining facility, and snow
removal teams. Organizational commanders/directors must determine and assign mission essential status to only those personnel critical to performing the mission during periods of hazardous weather conditions. Those individuals should be notified in advance of their designation as mission essential. Commanders, directors, and supervisors must emphasize the importance of strict adherence to reporting instructions and times. While safety of all individuals is my number one concern, my secondary focus for establishing these guidelines is to permit proper snow and ice removal from the streets and parking lots.
The primary purpose for granting administrative leave during adverse weather conditions is to allow additional time for civilian employees to come to work or travel home from work safely. Granting administrative leave during inclement weather allows the workforce to take needed precautions when dangerous driving conditions prevail. When early release is authorized, employees will be dismissed as provided in the release announcement.
Below is a list of questions and answers may be of help in administering the program. If you have additional questions regarding administrative leave due to inclement weather for civilian employees, please contact your servicing Human Resources Specialist (Employee Relations), 88 FSS/FSCA, (937) 904-3326 or DSN 674-3326.
Frequently Asked Questions
Question: What is the best way to obtain up-to-date WPAFB base closure or delayed reporting information?
Answer: Base status information is posted online at the following public, off-base website (http://www.wpafb.af.mil/). Additionally, base status information can be obtained by calling (937) 656-SNOW (7669). Sign-up to receive e-mail and text message notifications via the WPAFB AtHoc Emergency Mass Notification System via the AtHoc client (white globe) in your systems tray (arrow on the bottom right side of your desktop toolbar). Designated Public Affairs personnel will post updates when possible on the installation Facebook page: (http://www.facebook.com/WPAFB).
Question: What area radio/television stations does WPAFB notify to broadcast base closure or delayed reporting information?
Answer: In addition to the above information notifications, employees should consult the following stations for base closure information:
a. FM Radio Stations: WHIO (95.7), WHKO (99.1), WBNS (97.1).
b. AM Radio Stations: WHIO (1290), WBNS (1460), WTVN (610).
c. Television Stations: WHIO-TV Channel 7, WDTN-TV Channel 2, WKEF-TV
Channel 22, WKRC-TV Channel 12 (Cincinnati), WBNS-TV Channel 10 (Columbus).
Question: What is the AtHoc Emergency Mass Notification System (EMNS)?
Answer: The AtHoc System allows WPAFB to disseminate timely alerts in order to allow personnel to respond to emergency situations and initiate appropriate life-saving actions. Per AFMC guidance, all military (active and reserve) and civilians (non-bargaining) will be required to provide an after-hours contact number or personal e-mail emergency notification information. Providing after-duty hours emergency notification information for bargaining unit employees, contractors, and non-appropriated personnel is strictly voluntary, but is highly encouraged.
Note: Wright-Patterson AFB is not responsible for any expenses incurred. Please contact your wireless service provider to obtain the e-mail address for your wireless device if needed. You may encounter delays receiving these messages due to off-base e-mail system settings and limitations.
Question: What is mission-essential designation?
Answer: Mission-essential personnel are individuals required to maintain minimum base operating functions (e.g. force protection, fire protection, designated Medical Group personnel, Command Center, Civil Engineering, key intelligence personnel (NASIC), dining facility, flightline support, etc).
Question: What is a mission-essential for current mission efforts as assigned by a commander or supervisor designation?
Answer: The term mission-essential is used locally in the WPAFB RECALL AND NOTIFICATION PLAN and states that Commanders and Directors should identify a very small cadre (often only the director, commander, deputy or the executive officer) as mission-essential. These individuals evaluate current tasks, expected duration of increased force protection conditions, etc., and use recall procedures to direct appropriate reporting. Commanders and directors should restrict the number of mission-essential personnel to the absolute minimum required. Although the term mission-essential is used locally, the term itself is not an official designation for a position from a personnel standpoint.
Question: Do mission-essential civilian personnel receive additional compensation when they are required to work after the bulk of the workforce has been dismissed?
Answer: No. There are no alternative forms of compensation available for those mission essential personnel who are required to work during a base closure due to inclement weather. Additional forms of compensation apply when employees work more than eight hours a day (or more than their scheduled number of hours) or more than 40 hours a week. In this case, overtime pay or compensable time off may be appropriate. These are the normal provisions for compensating employees for overtime. Current pay regulations covering this are based on federal law and cannot be modified.
Question: The base is initially open, but subsequently closes and employees at work, except for mission-essential personnel, are released early on weather and safety leave; civilian personnel not at work are charged leave. Why aren’t all civilian employees put on weather and safety leave?
Answer: On December 23, 2016, Congress enacted the Administrative Leave Act of 2016 (Act) (section 1138 of Public Law 114-328), which provides OPM with the authority to regulate certain types of leave, including a new type of leave called “weather and safety leave,” previously granted as administrative leave or excused absence. Telework continues to play a significant role during emergency situations by enabling a greater number of Federal employees to work and supporting continuity of operations effectively during emergency situations, thereby allowing the Federal Government to maintain productivity and support their agency mission. It is important to note that, as a result of the new Act, agencies will not be able to provide weather and safety leave to a telework program participant who is not prevented from working safely at an approved telework site during severe weather or other emergency situations. Generally, employees who are telework program participants will not receive weather and safety leave, since they are not usually prevented from performing work at an approved location due to a weather or other safety-related emergency.
For Non-Bargaining Unit Employees, Department of Air Force Instruction (DAFI) 36-152, Hours of Work and Holiday Observances, dated 6 April 2023 provides direction for group dismissals of employees under adverse weather conditions without charge to leave. Under this instruction, only employees who are in a duty status (not on leave) at the time early dismissal takes effect are excused without charge to leave. Employees who are absent on leave that day continue to be charged leave. Employees in a duty status who depart on leave prior to the early dismissal, but after official word is received, are charged only from the time of departure until the time set for dismissal. However, certain Federal Wage System (FWS) employees serving under a temporary appointment may not be granted weather and safety leave. When the base is closed for the entire shift, all employees, except those determined to be mission-essential, are excused. Employees who are absent on leave that day continue to be charged leave. Mission essential employees are only excused without charge to leave when they are in an approved leave status for their entire shift and their supervisor does not require them to report for duty.
For Bargaining Unit Employees as applicable, refer to Air Force Instruction (AFI) 36-807, Hours of Work and Holiday Observances, and adjacent MOAs for direction on group dismissals and charges to leave under adverse weather conditions.
Question: Who makes the decision to grant weather and safety leave in the event of hazardous weather?
Answer: The Installation Commander (88 ABW/CC) decides whether to dismiss employees in the event of hazardous weather. Before making this decision, the 88 ABW/CC consults major tenant commanders and Wing Senior Leaders, who obtain reports from base, city, county, or state agencies relative to particular situations which might affect the health and safety of employees. Under OPM’s weather and safety leave regulations, all telework program participants will be ineligible for weather and safety leave when a closure is announced except in rare circumstances. Employees participating in a telework program must telework, take other
leave (paid or unpaid) or paid time off (as approved by the agency), or a combination of both, unless an exception applies.
Exceptions an agency may consider:
a. Unexpected weather: An agency may provide weather and safety leave to a telework ready employee who, in the agency’s judgment, could not have reasonably anticipated the severe weather or other emergency condition and therefore did not take home needed equipment or work. (For example, an area weather forecast changes dramatically during the weekend so an employee cannot reasonably be expected to telework on Monday.)
b. Unsafe telework site: An agency may provide weather and safety leave to a telework ready employee who is prevented from safely working at the telework site (such as by flooding or a roof collapse) as a result of the severe weather or other emergency event. In this case, the home or other approved telework site is also impacted in such a way that work cannot be safely performed.
Question: What is the status of contract employees when federal employees are released due to hazardous weather?
Answer: The decision as to whether contract employees will continue to work or be released is made by each contractor and the respective contracting office at the time at the alternate duty location is authorized for federal employees by the 88 ABW/CC. Contract employees need to review their contracts concerning the procedures to follow for early departure, late arrival, and base closures. Each contract may vary as to when an employee will be granted early departure or late arrival during hazardous weather. The decision to pay employees for weather and safety leave will also depend upon the agreement with the employer. To avoid confusion, contract employees should review the procedure on hazardous weather with their supervisor as soon as possible.
Question: What are the three levels of snow emergencies and what do they mean?
Answer: The Greene County Sheriff’s Office has provided the following explanation of the snow emergencies:
Level 1 – Roadways are hazardous with blowing and drifting snow. Roads are also icy. Drive very cautiously.
Level 2 – Roadways are hazardous with blowing and drifting snow. Only those who feel it is necessary to drive should be out on the roadways. Contact your employer to see if you should report to work.
Level 3 – All roadways are closed to non-emergency personnel. No one should be out during these conditions unless it is absolutely necessary to travel. All employees should contact their employer to see if they should report to work. Those traveling on the roadways may subject themselves to arrest.
Question: If I am designated mission-essential because of my position or duty location (i.e. firefighter, designated Medical Group personnel), the base is closed for business, and my county is under a Level 3 snow emergency, should I report for duty?
Answer: Mission-essential personnel should report to work at their regularly scheduled duty time if directed to do so. As always, personal safety is paramount; contact your supervisor if you have concerns about traveling to work under these conditions.
Question: A civilian employee is unable to report for duty because of weather or road conditions and the base is open for normal business. What kind of leave should be charged to the employee?
Answer: Air Force Instruction 36-815 provides direction to commanders on how to charge absences under hazardous weather conditions. When the base is open for business and employees are unable to report for work, they may request to be placed in a leave category such as annual leave, leave without pay, compensatory time, or credit hours. If an employee has a telework agreement they are expected to work their normal schedule or they may request to be placed in a leave category such as annual leave, leave without pay, compensatory time, or credit hours.
Question: What is the procedure if the hazardous weather occurs outside of normal duty hours (0600-1800) or normal duty days (Monday-Friday)?
Answer: Upon determination by the Installation Commander (88 ABW/CC) that the base should be closed (or that delayed arrival or early departure is appropriate for employees not designated mission-essential), the AFMC Command Center, through the AtHoc EMNS, will contact organizational focal points. These focal points will in-turn provide the appropriate information to the employees who are working. Organizations that have employees regularly working outside of normal duty hours/days should ensure that the phone number for their organizational focal point is in the AtHoc EMNS for this purpose by contacting the AFMC Command Center. Questions regarding weather delays, excused absence, etc. must be directed to the employee’s supervisor. The AFMC Command Center number should only be used by employees whose work schedules are outside normal duty days/hours to verify if the base is open or closed. The AFMC Command Center cannot provide direction to employees and will not provide information beyond the open/closed status of the base.
Question: I have a telework agreement in place. Am I required to telework if the base is closed or a late arrival/early dismissal is authorized, when it is not my regularly scheduled telework day and other employees, except mission-essential personnel, are authorized weather and safety leave?
Answer: Maybe. A telework program participant means an eligible employee who voluntarily participates in an agency telework program and has an established arrangement with his or her agency under which the employee is approved to telework, including on a routine or situational basis. An employee who is approved to telework on a situational basis is considered to be continuously participating in a telework program even if there are extended periods during which the employee does not perform telework. As such, yes, you would be required to work or be placed in a leave category such as annual leave, leave without pay, compensatory time, or
credit hours. When the traditional worksite is closed due to an emergency for all or part of the day, employees with telework agreements in place who are approved for regular or situational telework are required to telework rather than be excused from duty if the requirement is so stated in the Telework Agreement. Such requirements must be addressed in the employee’s individual Telework Agreement, and expectations need to be clearly indicated in the agreement to prevent misunderstanding regarding an employee’s telework status during periods of inclement weather. The supervisor may excuse a telework employee from duty during an emergency closure, late arrival, and/or early dismissal situation if the emergency also adversely affects the alternate worksite or if the employee’s duties are such that he/she cannot continue to work without contact with the regular duty site that is closed.
Question: I am teleworking on my regularly scheduled telework day and the base is closed or a late arrival/early dismissal is authorized. Am I required to continue teleworking when other employees, except mission-essential personnel are authorized weather and safety leave?
Answer: Yes. If the base closes or a late arrival/early dismissal is authorized while an employee is teleworking on his/her regularly scheduled telework day, you would be required to work at the alternate duty location or be placed in a leave category such as annual leave, leave without pay, compensatory time, or credit hours. The employee is required to continue to work his/her regularly scheduled hours at the alternate duty location. Such requirements must be addressed in the employee’s individual Telework Agreement. If the weather emergency adversely affects the alternate telework site or if the employee’s duties cannot continue without contact with the regular duty site, the supervisor may excuse the teleworking employee from duty.