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Miscellaneous

Operating Policy in the Event of Inclement Weather and Other Special Conditions - 2C1

General Statement

The general policy of the University is to remain open for programs and operations as scheduled. Thus, the official calendar as established for the University will be followed except as emergency conditions require otherwise. Unless specific announcements to the contrary have been made, all faculty and staff employees will continue the ongoing operation of the institution. In the event of emergency closure due to weather or other special conditions, arrangements for pay or time off will be determined in accordance with respective employment contracts and policies.

So far as weather is concerned, the mission of the University requires continuing operation during all except extreme conditions; however, employee and student safety will remain a primary consideration. Since safe transportation to and from the campus depends on many factors, such as distance, specific road conditions in home areas, etc., individuals are urged to exercise discretion and sound judgment with regard to travel.

Closing of the University

When extreme conditions are judged to exist, all or parts of the campuses of the University may be closed for a specified period of time. The decision to close the University will be made by the Vice Chancellor for Administration.

Inclement Weather

In the event of inclement weather, regional road and highway conditions will be determined by consultation with the Illinois State Police post in Collinsville. General weather conditions will be reviewed with the National Weather Service. This information, together with the condition of campus roads and parking lots as determined by the University Police, will be the facts used in a decision on University closing for day and/or evening classes. An evening class is defined as any class with a start time of 4:30 p.m. or later. The Dean of the Dental School, or designee, has the authority to cancel dental clinic appointments as necessary.

In the event of such closure, the administrative head of each principal functional area will be responsible for designation of those operations in his/her area that must continue regardless of closure. He/she will also be responsible for development of a plan to communicate with employees whose services cannot be suspended or interrupted and who, therefore, are required to report for work.

Employees who are scheduled and required to work when the University is closed will subsequently receive time off with pay equal to the number of hours worked--such time to be scheduled in a manner similar to vacation time. NOTE: There are certain categories of employees who are required by labor agreements or prevailing area practice to report for work during inclement weather. The provisions of this paragraph do not apply to those employees.

Employees who are scheduled to work but are not required to report when the University is closed will report the time as "authorized time off with pay." Administrative heads of principal functional areas will identify those employees whose presence on campus during periods of closure is absolutely necessary. Only these employees will be required to report for work during periods in which the institution is closed. In the case of student workers who are scheduled to work, but are not required to report when the University is closed, supervisors are requested to rearrange work schedules when possible so that such student workers may make up the work time lost. Student workers who are scheduled and required to work when the University is closed will be paid at the usual rate for the number of hours worked. Resumption of normal duties will occur with the beginning of the shift or scheduled work period following the expiration of the closing period.

Emergency Notification/Emergency Closure

In the event of a temporary emergency, such as a power outage, acts of violence or pandemic, information related to the seriousness of the emergency, affect on individual units or campuses and estimated length of time of the emergency, together with the condition of the campus, will be the facts used in a decision on closing all or parts of the University. The Dean of the Dental School or designee has the authority to cancel dental clinic appointments as necessary.

In the event of such closure, the respective vice chancellor will be responsible for designation of those operations in his/her area that must continue regardless of closure. He/she will also be responsible for communicating with employees 1) whose services are not affected by the temporary emergency and who, therefore, are required to work and 2) employees whose services cannot be suspended or interrupted and who, therefore, are required to report for work. Employees who are required to work will receive their regular pay for time worked. Employees who are scheduled to work but who are unable to work due to the temporary emergency will report the time as "authorized time off with pay."

In the case of student workers who are scheduled to work but are unable to work due to the temporary emergency, supervisors are requested to rearrange work schedules when possible so that such student workers may make up the work time lost. Student workers who are scheduled to work in an area unaffected by the temporary emergency will be paid at the usual rate for the number of hours worked. Resumption of normal duties will occur with the beginning of the shift or scheduled work period following the expiration of the closing period.

Emergency Announcements

As soon as a decision to close the University has been made, the Chancellor and administrative heads of principal functional areas will be informed by the Vice Chancellor for Administration. These officials will be responsible for relaying the information to their organizational units. The Vice Chancellor for Administration will also immediately notify the Executive Director of Marketing and Communications who will inform radio and television stations in the area. The listing of stations and other media informed will be included in a bulletin to the University community to be issued each fall and spring.

Approved by Chancellor effective 10/20/10
This policy was issued on November 3, 2010, replacing the November 14, 2008 version.
Document Reference: 2C1
Origin: OC 4/7/89; OC 11/21/02; OC 10/20/04; OC 10/27/04; OC 11/5/08; OC 10/20/10

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