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Email: hr@wju.edu
Phone: 1-304-243-8152


Time Off Work: Inclement Weather/Reduced Operations


SECTION: HR - Time Off Work NEXT REVIEW DATE: May 2017
APPROVED: June 2011 REVIEWER: Director of Human Resources
APPROVED BY: William C. Rickle, S.J. REVISION DATE: October 2016
  REVISION NUMBER: 5

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1.0 PURPOSE

Situations may dictate that Wheeling Jesuit University delay the start of the work day or cancel the workday entirely. Such situations include weather emergencies and civil emergencies that put the students and employees at risk. The levels of operations are reduced as described below.

2.0 POLICY

2.1 Policy Statement

2.1.1 Whenever weather conditions or civil emergencies warrant a reduced operating schedule, designated University officials will conference to determine the proper course of action. If necessary, proper notification will be issued;

2.1.2 Absent any notification, employees are expected to report for work at their regularly scheduled times unless otherwise notified or unless they request paid time off from their personal allotment of accrued but unused.

2.2 Definitions
The University will reduce operations as necessary per the following:

2.2.1 DELAY: Classes will be delayed for students and the work day start time will also be delayed for employees. When a delay is announced, both classes and the work day will start at 11:00 a.m. Employees who believe that reporting for work imposes an undue or unnecessary risk to them personally should contact their supervisor and arrange to take a personal or vacation day. Emergency essential employees will be required to report as close to their regularly scheduled starting time, or earlier if so notified, in as safe a manner as possible.

2.2.2 CANCELLATION: Classes are canceled for students; University offices will remain open even though classes are canceled. Employees are expected to exercise caution and report as early as practical. Employees who feel that reporting for work imposes an undue or unnecessary risk to them personally should contact their supervisor and arrange to take a personal or vacation day. Emergency essential employees will be required to report as close to their regularly scheduled starting time, or earlier if so notified, in as safe a manner as possible.

2.2.3 CLOSURE: Classes are canceled and the University offices are closed for the day. All University operations, including NTTC and CET, are not to report. Emergency essential employees will be required to report as close to their regularly scheduled starting time, or earlier if so notified, in as safe a manner as possible.

2.3 Procedure

2.3.1 University Safety / Weather Alert Team Whenever a weather emergency exists or is pending, the University Safety / Weather Alert Team will convene per the policy on University Safety / Weather Alerts (see Attachments below). The Team will be identified annually by the Director of Security and approved by the President or designee. These individuals will be authorized to make decisions on University operations in light of weather conditions.

2.3.2 Notification
Immediately after a decision is made to invoke a DELAY, a CANCELLATION, or a CLOSURE, the University community will be notified via the University's emergency notification system, radio and television. If the decision is initially reported as a DELAY but is subsequently changed to a CANCELLATION or CLOSURE, the notification will be repeated with the new information.

  • The decision to change a DELAY into a CLOSURE or CANCELLATION will be announced no later than 9:30 a.m.
  • In addition to the campus emergency notification system in operation at the time, notification will be posted on the following media outlets:
    • Television Stations: WTRF, WTOV, KDKA, WPXI, WTAE
    • Radio Stations: WSTV, JACK (FM), WV Public Radio, WWVA/WOVK (AM)
    • Website: The University website will post weather announcements.

2.4 Compensation

Employees excused from work due to CLOSURE will receive their regular rate of pay for the time lost due to the CLOSURE. Full-time employees will be paid their normal salary or rate of pay up to a maximum of eight (8) hours. Part-time employees will be paid their normal salary if they were otherwise scheduled to work that day and only for the hours that they were scheduled to work. Temporary employees will not be compensated during a CLOSURE unless the temporary employee is part of the "Emergency Essential" staff. Employees who had previously scheduled the day as paid time-off will not be required to use accrued paid time off for the day.

2.5 Emergency Essential Employees

Employees will be notified annually in advance if they are considered part of the "Emergency Essential" staff and must report when the University is DELAYED, CANCELLED or there is a CLOSURE. Such employees will include, but will not be limited to, physical plant, security, and food service. These employees are expected to report as close to their regularly scheduled time as possible but in as safe a manner as possible. Staff employees who are considered "Emergency Essential" and report for work will receive additional compensation (double time) for all hours worked. Administrative positions that are considered "Emergency Essential" will receive their normal salary as scheduled. Any employees who are considered emergency essential and who cannot make it in must report off and use a vacation or personal day.

3.0 AUTHORIZATION

The Director of Human Resources, in conjunction with the Director of Security and the President's designee, has the authority to change, modify or approve exceptions to this policy at any time with or without notice and with the approval of the University President or designee.

4.0 ATTACHMENTS

University Safety / Weather Alert Team


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