This season's first frost and flakes have already descended on the Ithaca area, and now is the time for everyone on campus to be as prepared with winter work and travel plans as they are with warm hats and gloves.

"Everyone on campus has a role to play in getting ready to handle winter weather," says Stephen Golding, the Samuel W. Bodman Executive Vice President for Finance and Administration. "Advance planning is essential to avoid confusion when the weather gets really bad."

Supervisors should meet with employees now to discuss how work will be conducted if the university suspends operations or delays openings, Golding advises. Discussions should be conducted in an open and mutually respectful way, he adds. Supervisors have the responsibility to designate employees who perform such essential functions as clearing roadways, caring for animals or feeding students, in advance.

"Safety comes first when deciding whether to travel on wintry roads," Golding says. "The safety of all Cornellians is our first priority. We know there are cases when individuals must decide, based on where they live, not to travel due to dangerous conditions or unplowed roads. We trust that every Cornellian will use his or her best judgment in determining their own safety."

Cornell will close whenever Tompkins County roads are closed, Golding says. If there is a delayed opening, partial closing or closing, regular full- and part-time employees who are not required to report or remain at work will be paid at their regular rate while the university is closed. The policy for employee compensation can be found in the Inclement Weather Policy.

"Decisions on whether to delay opening the university or to have a full or partial closing due to inclement weather are based on several factors," Golding notes, "including the current and future weather forecasts, timing, road closures in Tompkins County and decisions by transit providers in Tompkins and in surrounding counties. Those decisions will be made in as timely a manner as conditions allow and communicated as widely as possible." (See box.)

Where to get inclement weather information:
• local news media;
• Web sites (CUINFO and Operating Status);
• e-mails and listservs (SpecialConditions-L@cornell.edu); and
• the Inclement Weather Phone at 255-3377.

When road advisories are issued, Cornell will remain open. In that case, employees should assess whether it is safe for them to travel.

Golding encourages employees to make decisions based on their personal travel safety. Employees who do not report because of weather when the university is open are released from the advance notice requirement to use vacation or personal-accrued time. Time off will be charged to accrued time off as selected by the staff member, unless arrangements are made in advance to work at home or to make up the time later in that pay period.

"Good communication will resolve most problems," Golding says. "Open and respectful communication between supervisors and staff is key."

In addition to a work plan, everyone -- including students -- should have personal emergency plans, Golding adds. And not just for winter. These plans include everything from having emergency supplies like candles and canned goods on hand to arranging where to pick up children. A planning guideline is available at http://www.epr.cornell.edu.

"We will survive winter," Golding says. "Being prepared is the smartest way to do it."