Longwood
University
Chief Administration
and Finance Officer:
Human Resources
201 High Street, Lancaster 335, Farmville, VA 23909
Phone: 434.395.2074
Fax: 434.395.2666
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Longwood
University |
Policy 5220
INCLEMENT WEATHER/CAMPUS EMERGENCY CLOSINGS
Authorized Closing: A closing of the University by the President or designee during periods of inclement weather, natural disasters or other factors that may affect university operations.
Compensatory Leave: Compensatory Leave is paid to classified employees (exempt and non-exempt) for having worked additional hours in a workweek; having worked on an official office closing day, a holiday, or a scheduled day off; or when a holiday falls on a classified employee’s scheduled day off.
Designated Employee: An employee who has been
designated as essential to agency operations during an authorized closing and
who is required to report for work. A designated employee may be required to
work during a work shift that is not his or her regularly scheduled work shift.
Exempt Employee: An employee who is not subject to the overtime
provisions of the Fair Labor Standards Act.
A. All-Day and Delayed
Opening Authorized Closings: Official notification of an authorized closing
or delayed opening will be made by 6:00 a.m. on the affected day. An all-day
authorized closing will be in effect from 6:00 am on the affected day until 6:00
a.m. on the following day.
B. Partial-Day Authorized Closings: Partial-day authorized closing will be announced by the Public Relations Office. When the University is closed after the beginning of the business day, the authorized closing will cover the time period from the beginning time of the authorized closing until 6 a.m. of the following day.
It is the responsibility of vice presidents, academic deans, department heads, directors and supervisors to ensure that the provisions of this policy are reviewed with employees and administered in a consistent manner.
A list of designated employees will be maintained by each University department and will be forwarded to the Human Resources Office. It will be the responsibility of management to notify the Human Resources Office of any changes in the designated employee list for their department.
The following pay and leave guidelines will apply to classified employees only.
1. Designated employees required to report to work on a regularly scheduled workday affected by an authorized
closing will:
a. be credited with compensatory leave for the hours actually worked;
b. receive regular pay for his or her regularly scheduled shift; and
c. non-exempt employees will be paid time and a half or receive overtime leave
for any hours worked which
exceed forty (40) hours in one work week.
2. Designated employees required to work in addition to his or her normal workweek due to an authorized closing will:
a. earn compensatory leave for any hours worked; and
b. non-exempt employee will be paid time and a half or receive overtime leave
for any hours worked which
exceed forty (40) hours in one work week.
3. Designated employees who do not report to work as scheduled during an authorized closing must charge time
missed to existing leave balances or be placed on leave without pay, as applicable. However, at the discretion of the
supervisor, a designated employee may be excused from reporting to work during an authorized closing.
4. Designated employees who arrive late due to inclement weather during an all-day authorized closing will be allowed up
to one (1) hour of late arrival without being required by the supervisor to
charge leave.
5. Designated employees on pre-approved leave with pay during an authorized
closing will not be charged leave.
6. Designated employees who work during an authorized closing that falls on a University designated holiday will:
a. receive regular pay for his or her shift;
b. earn eight (8) hours of compensatory leave for the holiday;
c. earn eight (8) hours of compensatory leave for hours worked; and
d. non-exempt employees will be paid time and a half or receive overtime leave
for any hours worked which exceed
forty (40) hours in one workweek.
7. Designated employees who do not report to work during an authorized closing on a University designated holiday will:
a. receive regular pay for the holiday; and
b. will not earn compensatory leave for the authorized closing.
1. Non-designated employees are not required to work during an authorized
closing and will not be charged leave.
2. A non-designated employee may become a designated employee at the discretion
of the department head and must be
notified prior to the authorized closing of the status change. The department head must notify the Human Resources
office of a change in status for such employee.
3. Non-designated employees who do not work on an official state holiday (that
is not an observed Longwood holiday)
due to an authorized closing will receive:
a. regular pay; and
b. earn eight (8) hours of compensatory leave for the holiday.
4. Non-designated employees will
not work during an authorized closing without prior approval from the department
head. Non-designated employees who report to work during an authorized closing without the prior approval of the
department head will not receive
compensatory leave for any hours worked and may be subject to disciplinary
action.
5. Non-designated employees who arrive late due to inclement weather when the
University is not under an authorized
closing, may be allowed up to one (1)
hour of late arrival without being required by the supervisor to charge leave.
6. Non-designated employees who do not report to work during a partial
closing or delayed opening, will be required to
use leave for the portion of the day
not affected by the partial closing or delayed opening.
7. Non-designated employees who are on pre-approved leave during an authorized
closing will not be charged leave.
1. Weekend closing announcements will not be made through the official media sources. Employees are responsible for
contacting their supervisor if affected by a possible authorized closing over the weekend.
2. Directors of off-campus offices have the authority to make the decision to close their respective offices and will be responsible for notifying their employees. Each off-campus office should develop and maintain their own communication plan and provide a copy to Human Resources.
Revised and approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, March 19, 2004