The University of Memphis

Emergency Closings

POLICIES

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To ensure continuity of services to students and the public, it is the policy of the University to remain open. However, during extreme emergency conditions due to severe weather, natural disasters, major utility failure, or other reasons, the safety of faculty, staff, and students will remain a primary consideration. In accordance with Tennessee Board of Regents policy, the President of the University may close the University due to inclement weather or other emergencies.  This closure will include off-campus activities of the University and non-University employers who are operating on University property.

The decision to close the University will be made by the President or his/her designee. The Director of Athletics, in consultation with the President, will decide if cancellation of intercollegiate athletic competitive events is warranted.

Staff and faculty will continue the ongoing operations of the University until the President announces a decision. Individual department heads do not have the authority to make decisions concerning closure.

During an official closing, all faculty and staff, except those who occupy positions identified as "emergency crucial," will be requested to (a) leave work if they are already present or (b) not report for work.  An employee who enters the University campus during a period of emergency closing does so at his or her own risk.

The University may, based on the nature of the emergency, close certain facilities. Closures may include the closing of facilities regularly used by students, employees, and others, such as recreational facilities, the University Center, libraries, and laboratories.  In addition, access to campus may be restricted to protect the safety and well being of faculty, staff and students.

If the University is closed, teaching faculty will make up any lost class time prior to the end of the academic term.

The cancellation of off-campus classes only may become necessary when the host institution closes or alters its schedule and the University of Memphis does not. In these cases, the University will adhere to the closing decision made by the host institution, with exceptions made by the Vice Provost for Extended Programs.

901-678-0888; provides information on the current operational status of The University of Memphis

Five closing options are predefined to facilitate decision making and information sharing and to minimize disruption. The five options are:

• Delayed opening -- University operations will begin at 9:30 am; classes that begin prior to 9:30 am will not meet.
• Closed all day.
• Closed sometime during the day.
• Cancellation of evening activities – University operations will cease at 5 pm; classes that begin at or after 5 pm will not meet.
• Cancellation of off-campus classes at a specific site – University operations located at a specified off campus site will cease.

These five options are offered as a guide only; the President is not bound to choose from among them.

These options are incorporated into the Emergency Closing Information matrix.

If the President or designee alters the schedule or opts to close the University, he/she will notify the University's Director of Communications Services or designee.

The Director of Communications Services or designee will immediately issue information to the public in three ways. First, the University’s special information line, 678-0888, will carry a message about such a schedule change. Second, the University’s Web site will carry the same message. Third, the local broadcast news media will be notified, and they will make periodic announcements about the University’s schedule change.

The Office of the President will notify the Provost and each Vice President, who will in turn notify their department and activity heads. Department and activity heads will notify individual faculty and staff. Each division and department is responsible for developing an internal communication mechanism (e.g., phone trees) to aid in communicating closure of the University under this policy.

If  no change is made, no notice will be given to the media  No  media announcement of a closure or change in schedule means that the University will operate as usual.

The current operational status of the University is always available on the Special Information telephone line, regardless of whether the University is open or closed.

Certain positions are considered crucial to the operation of the University even when the University is closed.  Each activity head shall identify emergency crucial staff positions in advance, and have on file in the activity’s office and in the Department of Human Resources a listing of these crucial positions with the appropriate Provost/Vice President’s approval. These lists shall be reviewed and updated regularly, and employees in those positions should be aware of their designation.

The employees in these positions should be available to report to work during inclement weather or an emergency, if required.  Emergency crucial employees who report for work when offices are closed may be eligible for additional compensation or earned time off.  Only these employees will be eligible for additional compensation or additional time off. Eligibility for additional compensation or time off will apply to emergency crucial employees on all shifts.

Biweekly employees will be paid as follows:

• Regular pay for the number of hours they would have worked.  These hours should be reported on the biweekly time sheet as  “Other Leave,” plus
• Additional pay for the number of hours worked as an emergency crucial employee.  These hours should be reported on the biweekly time sheet as Straight Time Overtime, except that the number of hours actually worked over forty (40) during a work week should be reported as Premium Overtime.

Monthly employees will receive regular pay for working on the crucial day.  However, the University may grant earned time off equal to the number of hours worked, maximum 15 hours in a fiscal year. 

The earned time off will not be credited to the annual leave balance; it should be separately monitored by the department or activity head.  This time is not payable as terminal leave and should be taken within the fiscal year it is granted.  It is coded as “Other Leave” on the Employee Time and Leave Record. 

When the University is closed, employees will normally receive regular pay for the number of hours they would have worked.  These hours should be reported on time sheets as “Other Leave.”  The University will not charge annual leave balances for these hours paid.

Employees who had scheduled leave before the decision to close was announced should report Sick Leave or Annual Leave, as appropriate.  If an employee chooses to leave work before the official closing time, the employee must report Annual Leave or Leave Without Pay for the period between leaving work and the official closing time.

Under this policy, pay for hours not worked due to University closures shall not exceed 15 hours (two work days) in a fiscal year.  If University closings exceed 15 hours in a fiscal year, the President or designee will develop an appropriate compensation policy with corresponding procedures.

Departments that have employees on alternate work schedules should contact the Payroll department for specific reporting instructions.

Additional information regarding the University's response to Inclement and Severe Weather is available in the University's Crisis Management Plan.

Absences due to Inclement Weather When the University is Open

During inclement weather, employees are urged to exercise discretion and sound judgment regarding travel since safe transportation to and from the campus depends on many factors, such as distance and road conditions . When the weather is inclement but the University is open, supervisors should instruct employees to use their own judgment in deciding whether they can get to and from work safely. In these cases, employees may take annual leave during the time missed. If an employee does not have accrued annual leave, leave without pay should be reported.

Snow and Ice Containment Removal

The Department of Physical Plant is responsible for snow removal and/or sanding operation when conditions warrant. In general, priority for containment/removal is as follows:

• ramps and curb cuts for persons with disabilities;
• entrances to most frequently used campus buildings; and
• sidewalks, walkways, and other areas.

http://bf.memphis.edu/crisis

http://bf.memphis.edu/crisis/closing.php