Last Updated 01/03
Applies to Administrators, Faculty, and Staff
The University recognizes that adverse weather conditions can impact University operations. While every attempt is made to maintain normal operations and services for the benefit of students, faculty, and employees, it may occasionally be necessary to close the University when extreme weather conditions occur. In such circumstances, any decision to close University operations is made by the Provost and/or Vice President for Business Operations.
Communication of Weather-related Closures
Communication of any decision to close the University, whether during standard office hours (8:00 am – 5:00 pm, Monday through Friday) or non-standard hours (evenings, weekends or holidays), is initiated by the Office of Human Resources and the Office of News and Information utilizing sources such as: local media; voice mail and e-mail messages to Department Heads; telephone calls to key University departments; and announcement via the Notre Dame web site home page.
When a decision to close the University occurs while employees are at work, individual departments will be notified as outlined above and should immediately communicate to all affected employees in their reporting structure.
University Closure – Limited Staffing Mode
When a limited staffing mode of operation is implemented during weather-related closure of the University, employees designated as critical to continuing operations are expected to make every reasonable effort to report to work. Departments will determine which positions are designated as critical and will communicate this designation to employees. The University may elect to provide transportation to critical employees who are unable to report.
Staff Employees (non-exempt) who report to work during a “limited staffing mode” will be paid their straight time hourly rate for the hours they were scheduled to work plus straight time pay for hours actually worked. For example:
- A critical employee normally working 8 hours who reports and works 8 hours during an inclement weather closure will receive 16 hours of pay.
- A critical employee normally working 8 hours who reports and works 12 hours during an inclement weather closure will receive 20 hours of pay.
- A critical employee normally not scheduled to work on the inclement weather closure day but who is called in and reports to work and works 4 hours will receive 4 hours pay for the hours actually worked.
As with a standard workweek, a staff (non-exempt) employee will be paid at one and one-half times their hourly rate for any hours actually worked over 40 in a workweek in which an inclement weather closure occurs.
Administrative (Exempt) employees who report to work during “limited staffing mode” will be paid their regular semi-monthly pay amount and are not entitled to additional pay.
University Closure – Limited Staffing Mode – Extended Shifts
In circumstances where inclement weather conditions require limited staffing mode employees to remain on campus between regular or extended work shifts, the following compensation practices will apply:
Employees who work an extended shift during a limited staffing mode will be paid for all hours actually worked. Hours paid will not include hours spent sleeping or eating. Only hours actually worked will be counted in the calculation of overtime.
Employees who have met the 40 hours worked requirement for overtime while working when the University is closed will be paid the regular overtime rate of one and one-half times their base rate for all hours worked beyond 40 in that workweek.
University Closure – All Others
When the University is closed at the beginning of the day or shift, employees who are scheduled but not required to report will receive straight time pay for the hours scheduled to work.
Employees who report to work because of a late announcement of closure by the University (i.e., an announcement made less than one hour before the start of the shift) will receive an amount equivalent to two hours of straight time pay in addition to their regular straight time pay in consideration of their having reported. This two-hour payment is not counted as hours worked for overtime purposes.
Employees not scheduled to work due to planned vacation, personal days, and leaves of absence will not be compensated for the closure of the University due to inclement weather.
Weather-related Absences when the University Remains Open
Employees are expected to make every reasonable effort to report to work during adverse weather conditions. Employees who are unable to report to work because of adverse weather conditions when the University remains open may use accrued vacation or personal time to receive pay for the absence.
If adverse weather conditions develop during the work shift, but the University remains open, an employee may request a voluntary early release from their supervisor. If the department head approves an early release, the employee may choose to take the time without pay or to use accrued vacation or personal time. The department is responsible for completing the appropriate forms regarding the absence. Unpaid absences in these circumstances are considered occurrences under the University policy on attendance.
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