Emergency Closing Procedure Reminder

TO: Ohio University community

FROM: Luis E. Lewin, Chief Human Resource Officer

RE: Emergency Closing

This is a reminder of University policy regarding emergency closing, specifically as experienced on January 28, 2009.

Per University policy #40.051, the President or his designee must officially close the University.  The President has agreed that, if the Athens County Sheriff declares a level 3 emergency, the University will close.  Any questions regarding Regional campus operations should be referred to the appropriate Regional Dean.  Compensation for employees will follow the guidelines established in policy #40.051 in the event of an "official closing."

The official period of closure on January 28, 2009, was declared by the President to be 5:30 a.m. to 5:00 p.m. for the Athens campus. Regional campuses will provide their closing times specific to their campus.

As stated in Policy #40.051:
"Any hours worked during a declared emergency should be reported on the time sheets or cards as "other hours" and "overtime" (unless requesting compensatory time).

"Any hours scheduled but not worked during a declared emergency should be reported on the time sheets or cards as 'other hours'.  (Hourly employees are automatically paid at their regularly scheduled rate of pay when the university closes.  This applies to all hourly employees who have not previously scheduled sick, vacation, or personal hours -- see below).

"Employees who are on travel status during a declared emergency shall receive their normal rate of pay only.

"Employees who are on approved leave of absence, seasonal or indefinite layoff, or any other inactive pay status are not eligible for compensation during a declared emergency.

"Prior to the time of a declared emergency, employees who had previously requested sick leave, vacation, or personal days during a time in which a declared emergency occurs will be charged with sick leave, vacation, or personal days for the period requested when authorized by their department head."

In all other bad weather conditions short of an emergency closing, department heads should release individuals who have travel concerns and permit them to leave early.  In such situations, time missed can be replaced through the use of:

        1]  "personal" time

        2]  "compensatory" time

        3]  "vacation" time.

 
Pursuant to Policy 40.053 flextime and flexplace scheduling is also available to supervisors, in addition to the items listed above, to address non-emergency closing situations.

Should questions arise regarding the coding for such situations, please contact Payroll.