GUIDANCE FOR INCLEMENT WEATHER AND
EMERGENCY
CONDITIONS/COLLEGE OFFICE
CLOSING
PROCEDURES
1. Objective:
To provide employees pay continuity for absences which result from the closing
of College operations due to inclement weather conditions or other emergencies
such as fire, utility failure, or other forced evacuations.
2. Closing
Decisions: Decisions to close or cancel classes will be made by the College
President or his designee.
An “authorized closing “is that period of time college operations are officially suspended and “non-designated” employees are not required to work. Such "closing" may be authorized for an entire or partial shift. Absences for these reasons will be recorded appropriately on employee time sheets.
3. All Day
Closing:
a. Employees
absent due to an authorized closing for an entire shift will be paid for such
absence. To qualify for payment,
employees must be in a pay status, either through work or pre-approved leave,
both the day before and the day after the authorized closing. Employees who are
on pre-approved leave with pay the day of the closing will not be charged leave
for that day. Employees on leave without
pay the day before and/or the day after the closing will receive no pay for the
closing; however, they may apply accumulated leave as appropriate to provide
being in pay status.
b. Employees
identified as being required to work during such authorized closing shall be
referred to as "designated employees" with respect to this
policy. "Designated employees"
must work their normally scheduled hours during an authorized closing and will
be credited with compensatory leave for hours worked during such closing.
c. "Designated
employees" required to work in excess of the hours in their normal shift
will be paid overtime for such excess time worked when total hours worked
exceed 40 in the workweek, provided they are in a non-exempt classification.
d.
"Designated
employees" who do not report to work as scheduled must charge time missed
to annual, sick, VSDP or compensatory leave, or leave without pay as applicable
and appropriate. If deemed necessary,
corrective action for failure to report may be taken under the Standards of
Conduct and Performance Policy. Those who are on pre-approved leave with pay
for an authorized closing day will not be charged leave for the day.
e.Employees other than "designated employees"
who report to work during periods of authorized closing as a result of not having
heard the closing announcement shall not normally be credited with compensatory
leave except in extenuating circumstances and upon approval of the College
President.
4. Partial
Shift Closing:
a. When inclement weather conditions or other emergencies result in authorized changes in the work schedule, such as late opening or early closing, employees will be paid for such authorized absences. To qualify for such payment, employees must work all or part of the work schedule not affected by the authorized change. Employees who are on paid leave on a day of a partial shift closing shall have those hours of the shift closing applied to this policy and not to their leave balances. Employees who are allowed to leave work prior to an early closing must charge the difference between that time and the official closing time to leave balances or leave without pay.
b. "Designated employees" required to work during such periods of authorized closing will be credited with compensatory leave for hours worked during the normal work schedule.
c. "Designated employees" required to work additional time will be compensated as provided in 3(c).
5. Closing
on Employee Rest Days: Employees whose scheduled "rest day" falls
on a day when the college is closed will not be credited with compensatory
leave.
6. Transportation
Difficulties: When inclement weather conditions create transportation
difficulties that result in late arrival of employees to work, such lost time
need not be applied to leave balances nor should the employees otherwise
experience loss of pay if, in the judgment of the College President, such lost
time was justified in view of the conditions.
7. VWCC
Office Closing Process and Meaning of Announcements
The decision to close the College or
delay opening the College will be made by the President or his designee. Delayed openings and closing the college have
different meanings as they apply to employees reporting for work activities. The announcement will be communicated through
most media outlets in and around
It is important that all college personnel and students be alert to radio and television announcements when any doubt exists concerning college closings or delayed openings:
1.
Notice of
closing/delayed openings for day classes will normally occur prior to 6:00 a.m.
2.
Notice of
closing/delayed openings for evening classes will normally occur between 3:00
p.m. and 4:00 p.m.
The following announcements, and the meanings, of
delayed openings and college closings will govern the status of employees:
FOR DELAYED OPENINGS OF THE COLLEGE:
“Virginia Western will open
at (time) .” (Designated employees report
on the regular schedule. All
non-designated employees and teaching faculty are to report to work by
the official delayed opening to prepare for classes and other activities. Classes will be held according to the
“Virginia Western Inclement Weather Delayed Schedule” as set forth by the
Vice-President of Academic and Student Affairs.)
FOR CLOSING OF THE COLLEGE:
“Virginia Western is closed.” (Designated employees are to report to work on the
normal schedule. Non-designated
employees do not report)
“Virginia Western will close at (time) .” (Designated employees shall remain on duty, unless released by the immediate supervisor. Non-designated employees shall be released from work as of the official closing time.)
OFF-CAMPUS LOCATIONS
VWCC off-campus sites at the
Workforce Development Contract Classes on Company
Sites: In the event delayed openings
occur or the college is closed at the main campus, classes that are delivered
at company sites specifically for a particular client, shall continue as normal
unless the company itself chooses to delay or cancel the class. Instructors of contract classes at company
sites shall meet these classes as normal even though the main campus may have
delayed opening or be officially closed.
The respective company shall inform the Vice President of Workforce
Development Services or the specific Workforce Development Specialist of any
adjustment in contract class meetings as soon as possible when the event
occurs.
Fall 2003
Effective January 2003
INCLEMENT WEATHER DELAYED
SCHEDULE
MONDAY, WEDNESDAY, FRIDAY CLASSES
|
|
Delayed Opening Schedule |
|
8:00 ‑ 8:50 a.m. |
10:00 ‑ 10:40 a.m. |
|
9:00 ‑ 9:50 a.m. |
10:45 ‑ 11:25 a.m. |
|
10:00 ‑ 10:50 a.m. |
11:30 ‑ 12:10 p.m. |
|
11:00 ‑ 11:50 a.m. |
12:15 ‑ 12:55 p. m. |
|
12:00 ‑ 12:50 p.m. |
1:00 ‑ 1:40 p.m. |
|
1:00 ‑ 1:50 p.m. |
1:45 ‑ 2:25 p. m. |
|
2:00 ‑ 2:50 p.m. |
2:30 ‑ 3:10 p.m. |
|
3:00 ‑ 4:15 p. m. |
3:15
‑ 4:15 p. m. |
TUESDAY, THURSDAY CLASSES*
|
|
Delayed Opening Schedule |
|
8:00 ‑ 9:15 a.m. |
10:00 ‑ 11:10 a.m. |
|
9:30 ‑ 10:45 a.m. |
11:15 ‑ 12:25 p.m. |
|
11:00 ‑ 12:15 p.m. |
12:30 ‑ 1:40 p.m. |
|
12:30 ‑ 1:45 p.m. |
1:45 ‑ 2:55 p.m. |
|
2:00 ‑ 3:15 p. m. |
3:00 ‑ 4:10 p.m. |
|
3:30 ‑ 4:45 p. m. |
4:15
‑ 5:25 p.m. |
*Classes that begin at 8:00, 9:00, 10:00, 11:00 or 12:00 and that normally meet for 50 minutes on Tuesdays and Thursdays (such as ENG 01, ENG 04, MTH 03, MTH 04 and STD 108) will follow the delayed opening schedule for Monday, Wednesday, Friday classes.