Emergency Closing Policy

Revised: December 1999

Revised: December 1998.

Supercedes: December 1994.

To obtain a copy of a historical policy, e-mail the U Policy Librarian at policy@umn.edu or call 612-624-4372.

DATE:	November 26, 2003
TO:	Twin Cities Campus Deans, Directors, and Department Heads
FROM:	Christine M. Maziar, Executive Vice President and Provost
SUBJECT:	Emergency Closings
Attached is a copy of the 2003-04 Emergency Closing Policy and Procedures documents for the Twin Cities campus. As a general practice, the University of Minnesota does not close unless the health, safety, and security of University personnel and students are seriously brought into question. When this does happen, either because of severe weather conditions or other emergencies, the Executive Vice President and Provost is responsible for initiating closing procedures for the campus. I ask that you provide copies of the enclosed document to supervisory personnel, bargaining unit stewards, and appropriate student government organization offices within your unit. Copies of this document should also be posted in conspicuous locations in department offices. Supervisory personnel are responsible for notifying, in writing, those employees designated as "critical employees." "Critical employees" are required to report to work in the event of an emergency closing unless specifically informed by their supervisor that they are not to report. For the purposes of the policy, "critical" employees are those "required to protect the health and safety of human and animal life and the basic security of the University’s physical plant and equipment." No policy or procedures statement can cover every circumstance in an institution this complex. The enclosed document provides general policy and procedural information only. It is the responsibility of every unit administrator to handle individual situations and to develop a specific set of procedures for their own unit within the guidelines of overall University policies and procedures. cc: President Robert H. Bruininks Chancellors Vice Presidents Associate and Assistant Vice Presidents Ann Cieslak, Executive Director and Corporate Secretary, Board of Regents Sandra Gardebring, Vice President, University Relations Kathleen O’Brien, Vice President, University Services

EMERGENCY CLOSING POLICIES AND PROCEDURES UNIVERSITY OF MINNESOTA TWIN CITIES

As a general practice, the University of Minnesota does not close unless the health, safety, and security of University personnel and students is seriously brought into question. When this does happen, either because of severe weather conditions or other emergencies, the Executive Vice President and Provost is responsible for initiating closing procedures for the campus.

This policy and procedures document applies only to the Twin Cities campus and University installations in the Twin Cities metropolitan area. Policies and procedures for closing other campuses and installations are similar, but are not included here; chancellors, provosts, and directors for those locations are responsible for the decision to close and the policies and notification procedures for their units.

No policy or procedure document can cover every circumstance in an institution this complex. This document provides general policy and procedural information only. It is the responsibility of every unit administrator to handle individual situations and to develop a specific set of procedures for their own unit within the guidelines of overall University policies and procedures.

Responsibility for the Decision to Close

1. the Vice President for University Services
2. the Senior Vice President for Academic Health

Official Announcements

The radio is the primary source of information on University closings. The University community is expected to listen to radio announcements for closing information. Calling University offices will not guarantee that the latest or most accurate information is provided to the caller.

University Relations will contact the wire services and the following media outlets:

Radio K-AM	770	WCCO-TV	4
WCCO-AM	830	KSTP-TV	5
KFAN-AM	1130	KMSP-TV	9
KSTP-AM	1500	KARE-TV	11
MPR	91.1/99.5	Star Tribune
KEEY-FM	102.1	Pioneer Press
WMNN-AM	1330	Minnesota Daily

As well, information will be posted on the University home page: www.umn.edu

University Relations will also telephone the following University offices as soon as possible after a decision to close:

Board of Regents	Deans
President	Intercollegiate Athletics
Vice Presidents	Concerts and Lectures

It is the responsibility of these offices to notify subordinate units and offices not listed above.

Certain major public events sponsored by intercollegiate athletics or the Department of Concerts and Lectures are not automatically subject to a Twin Cities campus closing. University Relations will contact these units if there are any events scheduled during a closing so that University announcements can include correct information on the status of those events. For other special events to be held during an official closing, permission must be obtained through University Relations.

Typical Emergency Closing Times and Procedures

1. Closing/starting at normal business hours
   The decision and announcements are to be made as early in the morning as possible, preferably by 6:00 a.m. The typical duration for the closing will be 7:45 a.m. to 4:30 p.m. The second and third shifts will report to work as scheduled or will report at the end of the official closing if it overlaps the shift, unless specifically notified otherwise. Evening classes and programs will likewise be open unless the closing announcement or subsequent announcements specify that they will be included in the closing.
2. Closing/starting after normal business day has begun
   To the extent possible, two hours of lead time will be provided in order to organize transit services. At this time, the University does not have adequate ways of informing all staff, students, and visitors that the campus will be closing. Colleges and other units notified of a closing by University Relations are asked to assist in communicating closing announcements in whatever ways they can. Alternate methods for making midday closing announcements are being explored and will be communicated when they are in place.
3. Evenings and weekends
   The decision and announcement responsibilities are the same as in a "day school" closing. The decision to close should be made at 4:00 p.m. for evening classes and 7:30 a.m. for Saturday classes. Evening or Saturday class closings do not include other Twin Cities campus events, services, and programs unless specified.

University Units Operating During Emergency Closings

University Police Department	Housing and Residential Life
Emergency Management	Animal Facilities
Office of Information Technology	Facilities Management

"Critical employees" in these functional areas are expected to report to work during emergency closings unless specifically informed by their supervisor that they are not to report.

Because of the unique and often time-defined nature of some University endeavors, certain University departments and units, in addition to those identified above, may require employees to work during an emergency closing. Directors/Department Heads and supervisors are responsible for identifying, designating, and notifying, in writing, those "critical employees" in their units who are expected to report to work in the event of an emergency closing.

Pay Provisions During Emergency Closings

1. Employees whose work schedule begins during an official closing will not be required to report to work unless there are at least four hours remaining on their shift when the closing officially ends. If their work schedule begins during an official closing, they will be paid for their scheduled hours.
2. Employees who are at work when an official closing is declared will be sent home and paid for the balance of their scheduled hours.
3. Employees on approved vacation, sick leave, or leave of absence without pay when an official closing is declared will be charged for vacation, sick leave, or leave without pay as previously arranged.
4. Employees required to work during an emergency closing that falls within their normal work week will be awarded equivalent time off at regular pay for hours worked during the official closing. Time off granted under this policy must be authorized and approved by the supervisor and must be taken at a time convenient to the department. If an employee works additional hours, the hours may be subject to overtime provisions in the Civil Service Rulebook or the appropriate collective bargaining agreement.
5. If required to work, employees on Temporary, Casual appointments will be paid for hours worked only.

Academic Employees and Exempt Civil Service

Faculty, administrative and professional staff, and graduate assistants (excluding those employed through Work-Study) will be paid their normal salaries during an official emergency closing, but they will be expected to make arrangements to handle those responsibilities not carried out because of the emergency closing.

Student Employees Not Employed through the Work-Study Program

Student Employees who have been designated as "critical employees" and are required to work during an emergency closing that falls within their normal work schedule will be awarded equivalent time off at regular pay for hours worked during the official closing. Time off granted under this policy must be authorized and approved by the supervisor and must be taken at a time convenient to the department. If a student employee works additional hours, the hours may be subject to overtime provisions as outlined in the Student Employee Rulebook.

Non-critical student employees, other than students employed through the Work-Study Program, who are scheduled to work during an official emergency closing will be paid for their regularly scheduled hours.

Student employees who received permission to change their normal working schedule because of illness, studies, or personal reasons, and whose absence for these reasons coincides with the hours of the closing, will not be paid for their regularly scheduled hours during the closing.

Students Employed through the Work-Study Program

Students employed through the Work-Study Program who have been designated as "critical employees" and are required to work during an emergency closing that falls within their normal work schedule will be awarded equivalent time off at regular pay for hours worked during the official closing. Time off granted under this policy must be authorized and approved by the supervisor and must be taken at a time convenient to the department. If a student employee works additional hours, the hours may be subject to overtime provisions as outlined in the Student Employee Rulebook.

Non-critical student employees employed through the Work-Study Program, who are scheduled to work during an official emergency closing may not be paid for their regularly scheduled hours with Work-Study monies unless they actually worked their scheduled hours. Federal regulations prohibit payment for any hours not actually worked, so the Work-Study office will not authorize payment for emergency closing hours submitted by a department without written assurance from the unit's administrator that the hours were actually worked. The simplest solution is to reschedule Work-Study students for the hours they would have worked during a closing.

Departments do have the option of paying the full rate for Work-Study students' hours from departmental budgets. Both the department and the student must be aware that payment for these hours applies fully to the student's earning allotment and could contribute to an over-award situation that may require the student to repay loan and/or grant funds already received. (If you have questions on Work-Study payments, please call 612-626-8608.)

Further Information