DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES
BUREAU OF HUMAN RESOURCES
TO: Agency Heads,
Service Center Directors/Human Resource Directors
SUBJECT: EARLY RELEASE PROTOCOL FOR EXECUTIVE
This memorandum is intended
to clarify the protocol to implement an early release from work due to
an emergency situation. An early release from work is generally associated
with weather conditions (snowstorms), but that is not always the case.1 An
early release may not always be statewide, so it is important that the
parameters for an early release are clear and unambiguous.
PROCEDURE FOR EARLY
- The DAFS Commissioner
(or Employee Relations) will notify the Bureau of Human Resources (generally
Alicia Kellogg or Phil Schlegel) that an early release has been authorized,
for what geographic regions (town, county, office, etc.), and
for what time.
Phil Schlegel is not available, Linda Doherty should be notified. If
Linda Doherty is not available, Thad Cotnoir, Brian Oliver, or Briana
Carey should be notified.
- When the early release
is authorized, BHR divides the agencies into several contact groups with
a BHR employee assigned to call each contact group.
will maintain and update the lists as necessary. (Updated lists are
forwarded to the Commissioner’s office.)
- The calling sequence:
Security (generally Chief Suitter) is called fist.
group listing has a service center or other agency contact person(s),
generally the Service Center Director or HR Director.
staff contacts each service center/agency/or related organization.
the listed contact person is not available, the caller locates an
appropriate alternate and makes a notation on the list as to who took the
BHR staff member will advise the agency of the geographic areas affected
by the early release and the time that the early release
service centers/agencies with multiple work locations (e.g. DHHS, DOT,
Corrections, etc.), BHR will only contact the service center. It
is the responsibility of the Service Center to contact sub-units within
the Service Center. Using the Department of Corrections as an
example, BHR would notify the Department of Corrections Service Center
in Augusta that an early release is authorized. The Corrections Service
Center would then contact the various Correctional institutions and
sub-offices within the agency as appropriate to the authorization for
- In the event the early
release is expanded subsequent to the initial authorization, the same
process is repeated. It should be noted, however, that an expanded
release may be more chaotic because many staff may have left as a result
of the initial release.
BHR will notify the Bureau
of Employee Relations as soon as possible (generally the next work day)
of the work location(s) and time(s) of the early release so they can prepare
a memorandum regarding time and attendance and other related issues.
It is problematic when
agencies, individual offices, or individual employees call BHR in anticipation
of an early release. Such calls often tie up the phone lines just at the
time when BHR is trying to notify a large number Service Centers, agencies,
and related organizations as quickly as possible. Please advise staff
to direct such questions to the agency Service Center.
BHR does not authorize
early release or determine if early release is appropriate. Questions
as to the advisability of closing an office should be directed to
the agency head or appropriate Service Center Director.
This protocol is intended
only for early releases that may occur during normal business hours,
generally Monday – Friday, 8:00 a.m. – 5:00 p.m.
S/ Alicia Kellogg
Alicia Kellogg, Director
Bureau of Human Resources
1 Some of you may recall that there was
a partial early release immediately following the 9/11 terrorist attacks.
2 Beginning in November 2005 there will
be a single release time for the Augusta area; an early release will not be
staggered. It is not evident that a 15-minute stagger relieved traffic
congestion and staggering the early release time complicates appropriate