NUMBER: 482
SUBJECT: University Closing
AUTHORIZING
BODY: President’s
Cabinet
RESPONSIBLE
OFFICE: Finance and
Administration
DATE
ISSUED: November
1985
LAST
UPDATE: January 2007
RATIONALE: The University Closing Policy and Procedure provides guidance for the orderly Cancellation of Classes, Emergency Closing and Early Release of Employees of the University due to severe weather conditions, non-functioning of University mechanical systems, or other unforeseen circumstances.
POLICY:
To
ensure continuity of services to students and the public, it is the policy of
the University to remain open, except under the most extreme conditions. However, during emergencies including, but
not limited to severe weather conditions, natural disasters, major utility
failure, and public safety issues, the University may close parts or all
of the campus or necessitate early release of employees. The decision to close the University rests
with the Vice President for Finance and Administration (VPF&A) in
consultation with the University President.
In the absence of the University President, the VPF&A and the Vice
President for Academic Affairs and Provost (Provost) will assume this
responsibility. In the absence of the
VPF&A, the Associate Vice President for Facilities Management (AVPFM) will
assume the VPF&A’s responsibility under this policy. Unit supervisors are not authorized to make
such decisions.
SCOPE AND APPLICABILITY:
This
policy applies to all faculty, staff, students, visitors and vendors and
University departments unless specific exceptions are granted.
DEFINITIONS:
Cancellation
of Classes: Classes are cancelled
for a given period of time, however, the University remains open and all
University offices continue to operate and staff continues to work regular
shifts.
Emergency Closing: An unanticipated official closing of the University (including Kresge Library). Scheduled classes are cancelled and most University offices are closed with University operations ceasing. Exceptions to this may be departments such as Police, Facilities Management, Student Housing, and others determined to be necessary.
Early Release: Permission is granted for employees to leave work
before their regular quitting time without loss of pay when emergency or
hazardous conditions exist.
PROCEDURES:
1. Cancellation
of Classes (7 a.m. to 10 p.m.)
If a weather emergency or some other
emergency condition seriously affecting the ability of students to attend
classes arises during the class day, the University may cancel classes
but the University remains open. In such
a case, employees are to maintain their regular work schedules.
Should a decision be made during the
day, to close the University, the provisions of the “Early Release of Employees
Procedures” will apply.
University faculty and staff members
may not cancel classes or close offices independently.
2. Emergency
Closing Procedure
When an emergency closing is declared, provisions relating to notification of employees, employee work requirements during the period of the closing, and employee compensation for this period go into effect.
Emergency closings generally occur when the University is unable to function because of utility failure, the inability to clear campus roadways and parking lots because of excess snowfall, non-functioning of University mechanical systems or other unforeseen circumstances.
The VPF&A, in
consultation with the University President, will make the decision whether to
close the University. The AVPFM and Chief of Police (or designees) will
apprise the VPF&A (or designee) of the conditions. Every attempt will be made to render a
decision and initiate the follow-up notification as early as possible. If the decision is made to close the
University, the VPF&A (or designee) will advise the Provost, the Vice
President for Student Affairs, the Vice President for University Relations, the
Media Relations Director, and the Chief of Police (or their respective
designees). The Chief of Police will notify
the remaining primary members of the Crisis Management Team (or their
respective designees).
a.) Period of Declared Emergency Closing
Unless otherwise specified, the operational day for emergency closing shall run from the earlier of 7:00 a.m., or the earliest regularly scheduled shift starting time on the day of the closing, until 10:00 p.m. An emergency closing may be extended beyond 10:00 p.m. if necessary. If an emergency closing extends to two or more days in a row, the period(s) between the "operational days" shall also be considered official closing periods.
b.) Prior to 7 a.m.
When an emergency closing is declared prior to the start of classes for the day, all University offices will be closed unless the President notifies the Vice Presidents (VP) that administrative offices are to be kept open.
If
offices are to be kept open, it is the responsibility of each VP to notify
his/her employees that they are to report to work.
3.
Early
Release of Employees
The
decision to authorize an early release of employees, either campus-wide or a
particular portion of campus, will be made by the VPF&A in consultation
with the University President. The VPF&A will inform the other VPs. Upon receipt of notification that an early
release of employees has been authorized, in deciding whether, and when, to release
particular units and categories of employees, the individual VPs will consider
the impact of the decision on University operations and services. Department heads, managers and supervisors
must discuss the matter with their immediate supervisor (or designee) prior to
releasing their employees. Each VP will
establish predetermined authorization and notification procedures relative to
early release for their respective divisions.
Regular employees who are granted such release time will be paid at
their regular rate for the remainder of their regular work schedule that
day. Employees not granted early release
shall continue to be paid for regularly scheduled hours worked at their regular
rate of pay. Early release does not
initiate emergency closing procedures.
4.
Cancellation
or Closure During Final Examination Period
If
the University should close due to inclement weather or other emergency, any
missed examination periods or days will be made up in sequence on the first day
or days after the end of the originally scheduled final examination
period. Rescheduled exams will take
place at the same time and in the same places as originally scheduled. No exams will be rescheduled on Sunday.
5.
Meadow
Brook Hall and
A decision to close the University usually means
Meadow Brook Hall (MBH) is also closed, however, special circumstances may
require that it remain open on a limited basis.
In this case, the Director of MBH or the Associate Director of MBH shall
inform the VPF&A and the Media Relations Director of the details of their
decision to remain open.
6. Scheduled Athletic Events and Other Scheduled On-Campus Programs
Normally
all scheduled activities will be cancelled during an emergency closing.
However, in extraordinary circumstances the University President or a designee may
elect to allow a scheduled event (e.g. athletic competitions) to occur on an
exception basis.
Other
exception requests should be addressed to the appropriate Division Vice
President who will consult with the VPF&A and the University President. In these cases, the University President will
inform the VPF&A who will contact the Media Relations Director to let
him/her know of the decision to proceed with the scheduled event.
7.
OU at
When
the University closes or cancels classes,
If
If
the Macomb Intermediate School District (MISD) is closed,
8. Extension Centers
When
the University closes, or cancels classes, extension centers will also close or
cancel classes. However, there could be
circumstances that would require the extension center classes to be held if the
school district in which the center resides remains open. This will be determined by the VPF&A, the
Provost and the Deans. In addition,
extension center classes will not be held if the school district in which the
center resides has cancelled classes.
Students should monitor radio and TV reports to learn whether classes
are cancelled in the school district that houses the University's respective
extension centers. In addition, the University school closing hotline
(248-370-2000) will contain information regarding extension centers.
9.
Cancellation
of classes by the University will result in
10. Public Announcement
All public announcements concerning cancellation of classes or emergency closings are to be coordinated by the Media Relations Director, or in his/her absence, the Director of Communications and Marketing. Designees of the Athletics and Campus Recreation Departments will inform the Media Relations Director about the status of events and the availability of facilities in those two areas. The President or VPF&A will inform the Media Relations Director, or in his/her absence, the Director of Communications and Marketing, of the decision to cancel classes or to declare an emergency closing.
As soon as the decision has been made to cancel classes or to close the University, the following actions will occur:
a.) Confirming phone calls to radio and television stations will be made by the Media Relations Director or, in his/her absence, the Director of Communications and Marketing. The following will be notified: WJR, WWJ, and WXYT (radio), and FOX 2, WDIV-TV (Channel 4), and WXYZ-TV (Channel 7).
b.) The Media Relations Director will also ensure that the campus information telephone line is updated to reflect the appropriate message, and that the appropriate notice is posted on the University’s web site.
c.)
c.) If classes are cancelled during the work
day, the Vice President for Student Affairs will notify the Oakland Center
Director, who will notify the
OTHER METHODS: At least once a year, pertinent information regarding the University closing policy (e.g., the school closing hotline number) will be printed in the Oakland Post. This will be arranged by the Media Relations Director.
11. Sources of Information for Students and Employees Regarding Cancellation of Classes and/or University Closing
a.) Telephone (248) 370-2000 (or extension 2000 if calling on-campus)
b.) A recorded message will be carried on the system. Incoming callers will either receive the recorded message or a busy signal. Callers who get a busy signal must re-dial the number to access the message.
c.) There will always be a recorded message at this extension. If the message simply provides normal University operating hours, either the University is operating as usual or the Media Relations Director has not yet been notified about a change.
d.) Listen to a radio station or view a TV station identified above.
e.) Please do not telephone the OUPD dispatchers or switchboard. The OUPD dispatchers are expected to be available to receive communications of an emergency nature and to stay in communication with patrol vehicles.
f.)
Consult the
OU web site www.oakland.edu.
12. Guidelines for Compensation during University
Closings
a.)
Employees who are on sick, vacation, or personal leave (or
are scheduled for such) would continue to have the “time away from work”
charged to their respective accrual accounts, since they would not have been at
work during the “emergency closing” in any event.
b.)
When a University closing goes into effect, non-bargained
for employees who are scheduled to work and are prevented from working because
of the closing qualify for payment for those hours they were prevented from
working.
c.)
For bargained-for employees (OUCMT, OUPSA, POAM, POLC and
AAUP) please refer to the respective bargaining agreement.
d.)
Excluded CT Employees who report for work and do work at
the request and/or direction of the University when the University is
officially closed due to adverse weather conditions shall receive compensatory
time off at the rate of one hour for each hour of work actually
performed on the date the University was officially closed. Such compensatory time shall be consumed
within the next four (4) weeks, at a time to be mutually agreed upon between
the employee and the immediate supervisor.
e.) Employees in “unclassified” positions and all other regular hourly employees not specifically covered above who were scheduled to work during such circumstances and do not work are to be paid their regular rate. Employees who do work are to be paid for time worked and are also to be granted compensatory leave at the rate of one hour for each hour worked. Compensatory leave should be scheduled within the next four (4) weeks, at a time to be mutually agreed upon between the employee and the immediate supervisor.
f.)
Temporary, casual and student employees are not eligible
for benefits, including paid time off.
They are paid at an hourly rate for each hour actually worked. Thus, they are not eligible for paid vacation
time, personal time, sick time, emergency closing, or holidays. No exception may be made to this policy
without the explicit approval of the University President.
13.
Cancellation
Of Classes On Saturday
The
regular Monday through Friday procedures as described above will be followed as
closely as possible when serious adverse conditions require cancelling Saturday
classes.
14. Designated Essential Personnel
Since many students live on campus in residence
halls, married housing and student apartments, support operations directly
involved with maintaining the health and safety of those students are
considered essential. It is the responsibility
of the Directors in essential areas (Facilities Management, Student Housing,
Food Service, etc.) to develop appropriate reporting and work assignment
procedures for essential personnel.
These procedures should be communicated regularly to affected personnel
by their respective supervisors.
15. Personal Safety Considerations for
Students, Faculty and Staff
Students, faculty and staff are not expected to take
unnecessary risks to meet their learning, teaching and working obligations due
to inclement weather. When classes have
not been cancelled, it is a matter of personal judgment whether traveling to
campus is hazardous.
1/23/2007
3:24 PM
Version ,1