Policy Statement
During the year it may be necessary to suspend some or all of University operations due to inclement weather or other emergency events.
Reason for Policy
To create a procedure, define authority and decision making, and to establish messaging guidelines for the cancellation of classes or the suspension of operations at the University.
Who Is Governed by this Policy
Faculty, Staff, and Students
Policy
The determination to cancel classes or to suspend operations will be made by the VP for Finance and Administration in consultation with others. The determination will consider campus and road conditions, the severity of the weather conditions, the pending forecast, and other circumstances. When the governor issues an order to close state executive offices in response to a severe winter weather advisory or alert, University officials take into account the governor’s decision in relation to local conditions and community safety. There may be times when regional weather conditions will allow the campus to remain open. State offices may also issue “state-of-emergency” or other guidance, which the University will consider.
In the event the Campus is Closed or Delayed:
- Employees designated as critical on-campus employees (formally called essential employees) will be required to report to work. Your Department Head, Supervisor, or Dean is responsible for informing you if your position has been designated as critical on-campus for this purpose.
- Scheduled face-to-face classes will not take place on the physical campus. At faculty discretion, face-to-face classes may be transitioned that day to a remote class or cancelled. Faculty should communicate directly with their students on what activity, if any, will take place.
- Remote classes will be held as usual, except in cases where faculty lead their remote classes from an on-campus location. In those instances, faculty should communicate directly with their students on what activity, if any, will take place.
The determination may be to cancel day classes or night classes, to suspend operations, or to delay the start of operations. Please see “Definitions” below.
When conditions warrant the cancellation of classes or the suspension of operations at the institution, the following will be observed:
A.) Inclement weather affecting the start of daily operations: The determination to cancel classes or to suspend operations will be made prior to 6:00 a.m. If the determination is made to close or cancel classes, public announcements will be made (see notifications).
B.) Inclement weather affecting the continuation of daily operations: As conditions warrant, determinations may be made throughout the day to cancel classes or to suspend operations. If the determination is that operations will continue as normal, no announcement will be made. Faculty and staff should assume that operations will continue as normal.
C.) Class Cancellation vs. Closing the University: When classes are cancelled, it is possible that the University offices will remain open. Under these conditions:
- Face-to-face classes will not be held on the physical campus and may be transitioned to a remote class or canceled at Faculty discretion
- All offices scheduled to be open will remain open
- Athletic events will continue (or be cancelled) at the direction of the Director of Athletics. The Director of Athletics will be responsible for notifying athletic event participants.
- Other special events on campus will continue (or be cancelled) at the direction of the Event Sponsor. The Event Sponsor will be responsible for notifying special event participants.
When the University is closed—under these conditions:
- Classes are cancelled
- While extreme weather conditions cannot always be predicted, employees should plan to work remotely to the extent possible when the campus is closed so that normal business operations may continue. For example, if extreme weather conditions are anticipated to begin before the start of an employee’s regular working hours, the employee should bring home their laptop computer, power cord, and any material that they may need to effectively perform work remotely. Professional staff should consult with their supervisor regarding remote work expectations and supervisors should be accommodating as it relates to issues of internet access, child care responsibilities, and other factors, understanding that employees working remotely on these days may need to take breaks and/or may not be in a position to join meetings by video. Professional staff who are approved to work remotely on a regular basis should continue to do so. Any variation from their regular remote work schedule should be discussed with their supervisor.
- The University recognizes there may be circumstances when the campus is not closed, but conditions resulting from inclement weather prevent certain employees from safely reporting to campus. Employees are expected to use their best judgment in assessing the risk of coming to campus. In such circumstances, employees are to consult with their supervisor about alternate work arrangements including working remotely. This policy gives employees flexibility to work directly with their supervisor to determine what work is possible given the individual employee’s circumstances.
- Athletic events will continue (or be cancelled) at the direction of the Director of Athletics. The Director of Athletics will be responsible for notifying athletic event participants.
- Other special events on campus will continue (or be cancelled) at the direction of the Event Sponsor. The Event Sponsor will be responsible for notifying special event participants.
When the University is in session, the following support functions will continue with available employees regardless of operation status:
- Department of Public Safety
- Facilities Management, including regular, hourly, and student employees
When the University is not in session, the following support functions will continue with available employees regardless of operation status:
- Department of Public Safety
- Facilities Management
Please note that when travel is difficult, Faculty may cancel individual classes even if the University has not cancelled. These notifications to students are handled by individual Faculty members.
Critical On-campus Employees
Critical on-campus employees are required to report to work despite the announcement of the cancellation of class or the closure of the University. Critical on-campus employees are needed and necessary to help restore the University to normal operations and to continue services for our residential population. All supervisors should be aware of the Critical on-campus employees’ requirements within their departments. Human Resources can help individual supervisors determine who is defined as Critical on-campus employees within their department.
Notification
When the determination to cancel class or to close the University is made, various media outlets are notified. The following resources can be accessed by faculty, staff, and students for information regarding the status of operations:
- Local television and radio stations will identify school closings in case of inclement weather.
- The University web page will run a banner announcement.
- The University switchboard outgoing message will be updated with current information once a determination is made.
Closure-related information is available directly to your phone (voice or text message) or to your email through the RAVE Guardian System. We would encourage every faculty and staff member to establish an account and register for emergency and weather-related notifications.
You can download the WNE Mobile app in your cell phone’s app store, which includes RAVE alerts.
Time and Leave
Supervisors should use their best judgment to keep employees safe and should make individual arrangements with their Staff when appropriate. Employees choosing to remain out of work when the University remains open or when classes remain in session are required to work remotely or use vacation time.
If classes are cancelled and offices remain open, employees scheduled for work are expected to work. Payroll and time is managed as it normally would be managed.
If the campus is closed, all offices are closed. Critical on-campus employees are expected to report to work.
Non-Critical on-campus employees should be working remotely where possible and are paid without impact on vacation or sick leave balances. Critical on-campus employees will be paid for their regularly scheduled work day as well as actual hours worked. Overtime is paid consistent with the University’s overtime pay policy. All employees are expected to work with their supervisor regarding work expectations.
When classes are not canceled, it is the personal decision of each of our non-residential students regarding their ability to drive to campus for scheduled classes safely. Students who believe that they should not drive to campus should contact their faculty members prior to class as they would for any other unexpected absence, such as an illness or a transportation issue.
Definitions
Day Classes are those classes scheduled from morning until 4:00 p.m. Conditions may warrant the cancellation of Day Classes, but the continuation of Night Classes.
Night Classes are those classes scheduled after 4:00 p.m. Conditions may warrant that Night Classes are continued, or cancelled, regardless of the decision on Day Classes.
Suspend Operations (or closing the University) will mean the cancellation of classes and closing offices. Under these conditions selected operations continue and Critical on-campus employees are required to report to work.
Delay the start of operations (or late start) will mean that classes during the delay period are cancelled and offices will open at the later time. (Example: A determination to delay the start of operation until 10:00 a.m. will mean classes scheduled to begin before 10:00 a.m. are cancelled and University office will open at 10:00 a.m.)
Document History
Policy Origination Date: May 2, 2023
Who Approved This Policy
Associate Vice President of Human Resources
Contact
Associate Director of Human Resources
Rivers Memorial