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: Donald B. Kaminski
||REVISION DATE: November 2016
||REVISION NUMBER: 6
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.
2.1 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 vacation or personal days.
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.
2.3.1 Weather Alert Team
Whenever a weather emergency exists or is pending, the University Weather Alert Team will convene per this policy. 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. Individuals in the following positions will be designated part of the Weather Alert Team unless excused by the President or his designee: Director of Security, Vice President of Academics, Director of Facilities (or his designee), Director of Human Resources, the Executive Director of Alumni & Communications, and the Dean of Student Development. A representative from ITS may also be included.
2.3.2 Timing of Weather Alert Team Calls
The Director of Security will watch the weather forecast and notify team members via campus alert system if a conference call must be made. The general timing of calls is 8:00 p.m., 5:00 a.m. and, if needed, again at 8:00 a.m.
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 by 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.
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 both on their official job descriptions and annually in advance if they are considered part of the "Emergency Essential" staff and must report when the University is DELAYED, CANCELLED or CLOSED. 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 per 2.1.2 above.
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.