Procedure No.:   40.051

Page No.:        1,2 and 3 of 3

Date Issued:     05/01/94

Issued By:       Gary North

PURPOSE:

To provide a policy for declaring an emergency school closing and to establish guidelines for the compensation of classified employees during an emergency.

POLICY:

Only the President of Ohio University (or his/her designated representative) has the authority to declare an emergency and close school for the main campus, regional campuses, or regional teaching sites of Ohio University. Such authority may be delegated to deans of regional campuses. Communication of a declared emergency will be released through University News Services and every effort will be made to communicate a declared emergency to all faculty, staff, and students through deans, directors, and department heads.

Emergency closings announced by other agencies such as Ohio governmental offices, sheriffs, local city and county officials, etc. do not apply to Ohio University employees. Employees are expected to report to work or call in if inclement weather prevents travel. A weather condition which prevents an employee from reporting to work may not be used for an excused absence if the University continues to operate. Employees will be expected to use personal leave or vacation time for those occasions when they must miss scheduled work. Road closings and weather emergencies will be coordinated where possible with these agencies. (Please note: emergency service and other outside agencies cannot advise Ohio University employees as to employment rights or responsibilities.)

An emergency is defined as a period when the University must suspend normal operations due to an "act of God" or other unforeseen circumstance. An emergency shall be for a stated period which may be shortened or extended by the President.

In a declared emergency, certain employees may be required to work to provide essential services. Essential service employees will be designated and contacted by their department heads or supervisors and will be assigned to work schedules as required by the emergency situation. Essential service employees, where necessary,will be provided transportation and lodging in University residence halls or adjacent motels during the time of the declared emergency.

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Employees who have not been designated as essential service employees will not be required to report to their work locations during a declared emergency. These individuals should not report to work unless supervisory approval has been given to be on campus.

During a declared emergency, buildings will be closed to all nonessential personnel. Faculty and staff not on emergency duty should not be on campus.

PAY PROCEDURES:

Employees who are not on-site before a declared emergency must use appropriate vacation, personal days, or sick leave per regular University policies up to the time of the declared emergency. Employees on site (main campus, regional campus, or teaching center) will be paid at their regular rate of pay before a declared emergency. Once a declared emergency occurs, employees on site who are not required to work and are sent home, and employees not on site, will be paid at their regular rate until the end of their regularly-scheduled shift. Only the President or his/her designee can declare an emergency and allow employees to leave before the end of their shift.

Employees who are not required to work during a declared emergency will be paid at their regular rate for any hours they normally would have been scheduled to work.

Employees who are asked to work but are unable to report for work will be paid at their regular rate for any hours they normally would have been scheduled to work.

Essential service employees who are required to work during a declared emergency will be paid at their regular rate and, in addition,will be paid at their overtime rate for any hours actually worked (1 hour regular pay plus one hour of overtime pay at 1 1/2 times regular rate equals 2 1/2 times regular rate during a declared emergency).

During a declared emergency, employees may need to work extra shifts, different times of the day on different days, etc. Therefore, the total rate for the employee will be used to determine all overtime pay (i.e., shift differential would not apply during an emergency if an employee does not normally receive it in his/her total rate but would receive it if it is a part of his/her total rate).

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The option of receiving overtime pay or compensatory time off at the time and one-half rate will apply, consistent with departmental policies.

Any hours worked during a declared emergency should be reported on the time sheets/cards as "other hours" (Code E) and "overtime" (unless requesting compensatory time).

Any hours scheduled but not worked during a declared emergency should be reported on the time sheets/cards as "other hours" (Code E).

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.

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Dick Piccard revised this file (http://www.ohiou.edu/policy/s40-051.html) on March 3, 2005.

Please E-mail any comments or suggestions to "policy@ohio.edu".