UNIVERSITY OF PITTSBURGH POLICY 07-04-02

CATEGORY:             PERSONNEL

SECTION:                 Work Hours and Location

SUBJECT:                Extreme Weather Conditions

EFFECTIVE DATE:   November 21, 2017 Revised

PAGE(S):                  4

I.    SCOPE

      This policy establishes guidelines for all campuses of the University concerning operations

      during periods of extreme weather conditions or other emergency circumstances.  This

      policy applies to all University employees and students.  Employees covered by collective

      bargaining agreements will be governed by the terms of those agreements.

II.   POLICY

      Only by authorization of the Chancellor shall the University be officially closed.  The

      Presidents of the Regional Campuses are authorized to officially close their respective

      campuses.

      An Emergency Operation Center, consisting of representatives of the Offices of the Senior

      Vice Chancellor and Provost, Executive Vice Chancellor, and Vice Provost and Dean of

      Students, has been established and charged with the responsibility of monitoring such

      situations and advising the Chancellor.

      Given the range of institutional programs, the number of essential services provided, and

      the continuing needs of resident students, the University will remain open in all but the

      most extreme circumstances.  However, all University employees and students are urged

      to use their own discretion in deciding whether they can safely commute to class or to work.

      If personal health or safety is at issue in that decision, responsible judgment should be

      used.

      A.   Students/Class Announcements

            If conditions dictate, class cancellations will be based upon logical divisions between

            morning, afternoon, and evening classes.  Used only for Extreme Weather purposes,

            morning classes begin before Noon; afternoon classes begin after Noon; and evening

            classes begin after 5:00 p.m. Classes in session during these divisions will continue as

            scheduled.  Given that weather conditions are unpredictable, the Chancellor or the

            Regional Campus Presidents are the only individuals authorized to cancel classes, and

            will strive to reach a decision on the University's status by the following times: 5:45 a.m.

            for morning classes and all day cancellations; 10:00 a.m. for afternoon classes; and

            3:00 p.m. for evening classes.

            Instructors who are unable to meet a scheduled class should contact their school or

            department to inform them that the class is cancelled because of the instructor's

            inability to arrive on campus.

            Students who have questions regarding a specific class should contact the school or

            department that offers the course in order to determine whether a class is being held

            as regularly scheduled.  In situations where the University holds classes off campus,

            students and instructors should contact the department that offers the course to

            determine the status of that class.  Decisions on opening or closing off-campus

            facilities may be made independent of the University of Pittsburgh.

            The media will only be contacted in the event of class cancellations.  If there is no

            announcement, the University is in full operation.  Unless specifically notified, other

            University services and events will continue even when classes are cancelled.

      B.   All Employees

            In the event that an employee is unable to report to work at the appointed time, he/she

            should contact his/her supervisor, within the first hour of the workday, directly.

            1.   Essential Personnel

                  In the event that the University is officially closed, essential functions must be

                  maintained and essential personnel may be required to report to work.  Essential

                  personnel at the Pittsburgh campus will be designated by the Chancellor in

                  consultation with the Senior Vice Chancellor and Provost, the Senior Vice

                  Chancellor for the Health Sciences, and the Executive Vice Chancellor.  A listing of

                  essential personnel will be maintained by each Responsibility Center head for

                  his/her respective areas.  Essential personnel at the Regional Campuses will be

                  designated by the respective Regional Campus President.

      C.   Staff Employees

            1.   Partial-Day Closing

                  When a partial-day closing is authorized, non-exempt employees who are in

                  nonessential operations will be authorized to be absent from work.  Such employees

                  will be compensated at their regular rate of pay for the hours they are scheduled to

                  work.  The hours for which such employees are paid but do not work because of a

                  partial-day closing will result in a reduced workweek and will not be counted as

                  hours worked for overtime purposes.

                  Non-exempt employees who are in essential operations and are required to work

                  during a period when a partial-day closing has been authorized will be

                  compensated at 1 1/2 times their regular rate of pay during the period of the

                  closing.  They will not be given time off at a later date for hours worked during the

                  period of closing.  If such essential employees do not remain at their place of work

                  during a partial-day closing, they shall not be paid for the hours they would

                  normally have worked during such period, unless there is a valid and compelling

                  reason for their absence.

                  Exempt and non-exempt employees on vacation, personal, or sick leave on a day

                  when a partial-day closing is authorized will be charged with the period of such

                  leave.  Exempt employees required to work during a partial-day closing will be

                  eligible for compensatory time.

            2.   Full-Day Closing

                  When a full-day closing is authorized, non-exempt employees who are in

                  nonessential operations will be authorized to be absent from work.  Such

                  employees will be compensated at their regular rate of pay for the hours they are

                  scheduled to work.  The hours for which such employees are paid but do not work

                  because of an authorized full-day closing will result in a reduced workweek and will

                  not be counted as hours worked for overtime purposes.

                  Non-exempt employees who are in essential operations and are required to work

                  when a full-day closing has been authorized shall be compensated at 1 1/2 times

                  their regular rate of pay.  They will not be given time off at a later date for hours

                  worked during such a period.  If such essential employees do not report to their

                  place of work when a full-day closing has been authorized, they shall not be paid

                  for the hours they would normally have worked during such period unless there is

                  a valid and compelling reason for their absence.

                  Exempt and non-exempt employees on vacation, personal, or sick leave on a day

                  when a full-day closing is authorized shall be charged with the period of such leave.

                  Exempt employees required to work during a full-day closing will be eligible for

                  compensatory time.

      D.  Media Announcements

            Modifications to normal operations will be announced as early as possible through an

            alert message on the University's homepage at www.pitt.edu and on the University's

            official social media channels on Facebook and Twitter.  Notification to local news media

            will also be provided.

            University of Pittsburgh campuses in Bradford (www.upb.pitt.edu), Greensburg

            (www.greensburg.pitt.edu), Johnstown (www.upj.pitt.edu/68/), Titusville (http://www.upt.pitt.edu)

            will also provide announcements on their homepages, social media channels and notifications

            to local news publications, radio and television stations.

            The University Community also will be alerted through the University's Emergency Notification

            Service, which is distributed through email to all staff, faculty and students.  Subscribers of

            Notify U (pi.tt/alerts) also receive ENS messages through texts and phone calls.

III.  REFERENCE

      Policy 07-04-01, Time Records/Attendance/Overtime and Compensatory Time