University Cancellation Policy

University Cancellation Policy

August 2018

 

Policy

As a matter of policy, the campus never completely closes.  The residential and research aspects of Truman State University require minimum levels of operation at all times.  During extreme conditions, the University may initiate cancellation of classes, emergency closure and/or early release of employees.  Responsibility for such a decision rests with the University President or the President’s designee.

In the event of a University Weather Advisory, students, faculty, and staff are expected to utilize individual judgement regarding their ability to arrive on campus safely.  Faculty are asked to make reasonable adjustments for students unable to attend class based on unsafe conditions. 

Scope

This policy applies to all faculty, staff, students, visitors and vendors and for all University activities. 

Definitions

Cancellation of Classes:  Classes are cancelled but the University remains open and all University offices continue to operate and employees continue to work.

Emergency Closure:  An unanticipated official closure of the University due to extreme conditions.  Scheduled classes are cancelled and most University offices are closed with most University operations ceasing.

Early Release:  Permission is granted for employees to leave work before their regular shift ends without loss of pay due to extreme conditions.

Delayed Start:  Permission is granted for employees to arrive at work after their regular shift begins without loss of pay due to extreme conditions.

Operational Day:  Unless otherwise specified, the operational day (24 hour day) for emergency closure begins at 12:00 a.m.  A regularly scheduled shift is cancelled for an emergency closure if the start time of the shift occurs at the beginning of or during the operational day on the day of closure.

Extreme Conditions:  Extreme conditions include, but are not limited to, severe weather, natural disaster, major utility failure and public safety issues.

University Weather Advisory:  An advisory issued when weather conditions are such that some employees and students could experience difficulty in getting to and from the University and/or classes; however, the majority of employees and students would be able to maintain their normal schedule.  During an advisory, classes will not be cancelled and the University will continue to operate on a normal schedule (classes and work operations).

Designated Essential Personnel:  Designated essential personnel (situationally critical) include certain personnel in Public Safety, Physical Plant, Information Technology Services, Residence Life and others determined to be necessary by the President or appropriate designee.  Employees authorized to appoint designated essential personnel will be approved in advance by the President of the University.

Employee Compensation

Cancellation of Classes or University Weather Advisory:

  1. Employees are expected to report to work according to their regularly assigned work schedule.
  2. Employees who are unable to work for all or a portion of their regular work schedule will have the time away from work charged to their leave balances.

Emergency Closure:

  1. Employees who are sick, on vacation, or other approved leave (or are scheduled for such) will have the time away from work charged to their respective accrual accounts because they would not have been at work during the emergency closure.
  2. Employees scheduled to work, but are not working due to the closure, will be paid for their regularly scheduled work hours for that operational day for the duration of the closure, not to exceed 5 work days, based on their normal schedule.
  3. Nonexempt employees asked to work as designated essential personnel by individuals authorized to do so will receive their regular rate of pay up to their regular FTE. In addition, they will receive time and a half for all hours actually worked during an emergency closure.
  4. Nonexempt employees who are not designated essential personnel, but report to work, will not be paid overtime for the hours worked.
  5. Student workers called in to work will be paid for the actual hours worked at their regular rate. 

Employee Compensation for Early Release or Delayed Start of Employees:

  1. Employees who are granted early release or delayed start time will be paid at their regular rate for their regular work schedule for that operational day.
  2. Nonexempt employees who are not granted early release or delayed start by individuals authorized to do so will receive time and a half for the hours actually worked during the early release or delayed start.
  3. Student employees will be paid for the actual hours worked and approved by their supervisor. 


Approved by
Susan L. Thomas, President
August 13, 2018

 

University Cancellation Procedures

August 2018

 

Definitions

Cancellation of Classes:  Classes are cancelled but the University remains open and all University offices continue to operate and staff continue to work.

Emergency Closure:  An unanticipated official closure of the University due to extreme conditions.  Scheduled classes are cancelled and most University offices are closed with most University operations ceasing.

Early Release:  Permission is granted for employees to leave work before their regular shift ends without loss of pay due to extreme conditions.

Delayed Start:  Permission is granted for employees to arrive at work after their regular shift begins without loss of pay due to extreme conditions. 

Operational Day:  Unless otherwise specified, the operational day (24 hour day) for emergency closure begins at 12:00 a.m.  A regularly scheduled shift is cancelled for an emergency closure if the start time of the shift occurs at the beginning of or during the operational day on the day of closure.

Extreme Conditions:  Extreme conditions include, but are not limited to, severe weather, natural disaster, major utility failure and public safety issues.

University Weather Advisory:  An advisory issued when weather conditions are such that some employees and students could experience difficulty in getting to and from the University and/or classes; however, the majority of employees and students would be able to maintain their normal schedule.  During an advisory, classes will not be cancelled and the University will continue to operate on a normal schedule (classes and work operations).

Designated Essential Personnel:  Designated essential personnel (situationally critical) include certain personnel in Public Safety, Physical Plant, Information Technology Services, Residence Life and others determined to be necessary by the President or appropriate designee.  Employees authorized to appoint designated essential personnel will be approved in advance by the President of the University.

Monitoring Conditions

When severe weather is predicted, Public Safety will be responsible for monitoring weather conditions and advising the President of the severity of the situation.  The decision to alter University operations (including class schedules) will generally be made by 6:00 a.m. prior to the beginning of normal business hours.  In the event conditions deteriorate throughout the day, a decision to alter afternoon and/or evening schedules will generally be made by 2:00 p.m. 

Notification Procedures

Once a course of action has been determined by the President or the President’s designee, notification from Public Safety will be sent to the following individuals:  President, Executive Vice President for Academic Affairs and Provost; Vice President for Administration, Finance and Planning; Vice President for Student Affairs; Vice President for Enrollment Management; Vice President for University Advancement; Chief Information Officer; Director of Public Relations; Executive Director of Human Resources; and Executive Assistant to the President.  Public Safety will notify campus via text message and email using TruAlert.  Public Relations will notify area media and assist with follow-up emails to campus.

As a general rule, campus notification of changes to University operations (including class schedules) will be made by 6:30 a.m. prior to the beginning of normal business hours.  In the event conditions deteriorate throughout the day, notifications regarding changes to the afternoon and/or evening schedules will generally be made by 2:30 p.m.

When a University weather advisory is announced, employees who might experience difficulty in getting to and from the University, must contact their supervisor or designated representative to communicate their anticipated arrival time.  If severe conditions develop during the work day but the University remains open, employees should contact their supervisor to obtain permission to leave work early.  Time remaining in the regular work schedule will be charged to vacation or compensatory time. 

Scheduled On-Campus Programs

All scheduled activities will be considered cancelled during an emergency closure, however in special circumstances, the President or the President’s designee may allow a scheduled event to occur.  If this is the case, Public Relations will work with the area sponsoring the event to notify the campus and area media.

Designated Essential Personnel

It is the responsibility of the management in areas with designated essential personnel to develop appropriate reporting and work assignment procedures for designated essential personnel to be initiated when emergency closure, early release or delayed start is approved.  These procedures should be communicated regularly to the affected employees by their respective managers and supervisors.  In addition to critical staff, it may be desirable to have limited staff and hours in the library and other student services during emergencies, particularly weather emergencies, and that these arrangements must be approved.

Approved by
Susan L. Thomas, President
August 13, 2018