From: Administrative E-Memo (memofrom@Colorado.EDU)
Date: Mon Oct 01 2007 - 22:04:01 MDT
Date: Mon, 1 Oct 2007 22:04:01 -0600 (MDT) From: Administrative E-Memo <memofrom@Colorado.EDU> Subject: Boulder Campus Closing Procedures During Emergencies
TO: Boulder Campus Teaching & Research Faculty, Staff,
Deans, Directors, Dept Chairs, System Administration
FROM: Office of the Vice Chancellor for Administration
SENDER: Paul Tabolt, Vice Chancellor for Administration
DATE: October 1, 2007
SUBJECT: Boulder Campus Closing Procedures During Emergencies
Under extreme weather conditions or general emergency, the Chancellor may
decide to close the campus early or not to open campus offices and departments,
provided that "essential services" will be maintained. This memorandum provides
general notification instructions and guidance regarding emergency leave.
Under the Inclement Weather Policy for the State of Colorado, each college and
university establishes its own individual inclement weather policy. Therefore,
the Boulder campus closure decision may on occasion differ from the decision
for state offices. Boulder campus employees and students are expected to comply
with instructions provided by the CU-Boulder administration.
Decision Not To Open or to Close Campus
WHO MAKES THE DECISION?
The decision not to open or to close the campus will be made by the Chancellor
or (designee). The Chancellor may consult with various individuals on campus
and ask for recommendations, but the final decision will be the Chancellor's.
Conditions that may require a decision not to open or to close the campus
should be communicated through the Provost, Senior Vice Chancellor, or
appropriate Vice Chancellor to the Chancellor at the earliest possible time.
Public safety is the primary consideration in closure decisions. In this
regard, the University Police Chief (or designee) will be responsible for
advising the Chancellor on safety-related conditions. This advisory and/or
recommendation will be made after consultation with other appropriate agencies,
such as Facilities Management, Environmental Health & Safety, the Colorado
State Patrol, and/or applicable agencies.
WHEN IS THE DECISION MADE NOT TO OPEN THE CAMPUS?
Such a decision will normally be made before 6:00 a.m. of the emergency day.
WHAT IS THE NOTIFICATION PROCEDURE?
The University Police Chief (or designee) will initiate an advisory call to the
Chancellor if conditions are such that opening is in question. Once the
Chancellor has made the decision, the University Police Department will
communicate that decision to the following, since these units receive many
inquiries regarding decisions on closing and/or have follow-up responsibilities:
1. University Communications
2. Facilities Management, Service Center
3. Facilities Management, Facilities Operations
4. Housing and Dining Services
5. Emergency Management Coordinator
6. System Administration
University Communications will notify those who have signed up for emergency
alerts of campus closures via the 2007-08 text messaging service. Individuals
may sign up for this service at www.colorado.edu/alerts. In case of emergency,
please go to www.colorado.edu for detailed information.
The University "hotline" service within the campus telecommunications system
will provide a recorded message for callers who are unsure about whether the
campus is closed. The CU-Boulder Emergency Information Line is 303-492-4636.
University Communications will advise radio stations KWAB (1490 AM), KBCO (97.3
FM), KBCU (1190 AM) or KOA (850 AM), and TV stations KCNC-TV 4, KMGH-TV 7, or
KUSA-TV 9 to also provide this information. Please note that the news media are
notified only in the event of a closure. Any special notifications concerning
"essential services" will be handled by the respective Provost, Senior Vice
Chancellor, Vice Chancellor (or designees).
WHEN IS THE DECISION MADE TO CLOSE EARLY?
In the case of early closing, the decision may be made whenever the Chancellor
(or designee) deems conditions warrant closing the campus. Some units may
require immediate notification of the potential to close early because they
become obligated to perform certain services in such situations. The Police
Chief will be provided a list of such units.
Departments will be notified through their respective Provost, Senior Vice
Chancellor, or Vice Chancellor's office.
When the Chancellor authorizes an early release or sequential/staggered
release, employees are given administrative leave with pay and released early
under the guidance of the department head/supervisor. In the case of a
sequential or staggered release, distance and travel difficulty from work to
home and other public safety issues will be used as criteria in the release of
employees. Early release time not authorized by the Chancellor (or designee)
must be charged to annual leave or leave without pay, unless alternate work
arrangements or prior approval has been granted by the appointing authority.
WHEN IS A DECISION MADE TO RE-OPEN THE CAMPUS?
In the event of a campus closure, the decision to re-open the campus will be
made by the Chancellor (or designee) and announced to the campus community and
general public.
WHAT ARE ESSENTIAL SERVICES?
"Essential services" are those functions and personnel required to maintain or
protect the health, safety, or physical well-being of campus personnel
(students, staff, and faculty), academic mission, and facilities (including
research projects), given the conditions of the emergency at hand.
Determining Essential Services for Emergency Closures: The Provost, Senior Vice
Chancellor, or Vice Chancellor will determine which operations under their
respective supervision should be designated as essential services (as defined
above) and under what conditions specific individuals will be required to work
during a general closing. The determination of essential services and personnel
may vary depending on conditions of the emergency at hand. Examples of
emergency conditions include, but are not limited to: snow, ice, flood, power
failure, explosion, or extreme heat or cold. Lists of designated essential
services and personnel should be disseminated to the appropriate unit
supervisor; individuals included on such lists should be notified by their
supervisors. Employees should contact their supervisors if they have questions
about whether or not they are considered "essential services" personnel.
Emergency Leave Guidelines
HOW IS EMPLOYEE LEAVE HANDLED DURING A CAMPUS CLOSURE?
Campus Closure: When the Chancellor decides not to open or to close the campus,
administrative leave is granted to regular employees for their scheduled work
hours during the period of closure. Regular part-time employees or those paid
on an hourly basis (such as variable percent employees) who are normally
scheduled to work when a closure occurs are given administrative leave with pay
for the scheduled work hours. Temporary (including retirees hired into
temporary positions) and student employees are not eligible for administrative
leave. Employees who are already on approved annual, sick, or other type of
paid leave when a closure occurs will also be given administrative leave with
pay for their scheduled work hours during the period of closure.
Essential services personnel that are:
- Required to work during a campus closure are to be paid at the regular rate
for hours worked.
- Required to work during a campus closure may be granted an equivalent amount
of administrative leave at the discretion of the appointing authority. In
situations where employees are unable to use their administrative leave, the
appointing authority may authorize payment in lieu of time off.
- Eligible for overtime (non-exempt) shall count the period of closure as hours
worked for the purpose of calculating overtime.
Non-essential services personnel who are eligible for overtime (non-exempt)
shall not count the period of closure as hours worked for the purpose of
calculating overtime.
HOW IS EMPLOYEE LEAVE HANDLED WHEN THE CAMPUS CLOSES EARLY OR OPENS LATE?
Early Closure: When the Chancellor authorizes an early or sequential/staggered
release, employees are granted administrative leave and released under the
guidance of the department head or supervisor. In the case of a
sequential/staggered release, distance and travel difficulty from work to home
and other public safety issues shall be used as criteria in the release of
employees. Specific guidelines follow:
- The amount of administrative leave granted for sequential/staggered release
or early closure is based on the official time of release authorized by the
Chancellor.
- Shift employees are granted administrative leave with pay for their normally
scheduled work hours occurring after an official campus closure.
- Early release time not authorized by the Chancellor or his designee shall be
charged to annual leave or leave without pay, unless alternate work
arrangements/options are approved by the appointing authority.
Delayed Opening: When the Chancellor authorizes a delayed opening, employees
are granted administrative leave with pay if the delay occurs during their
scheduled work hours. Employees who arrive late to work beyond the delayed
opening due to extreme weather conditions may be granted administrative leave
if the appointing authority determines that the lateness was reasonable.
HOW SHOULD ADMINISTRATIVE LEAVE BE REPORTED?
Leave Reporting: When administrative leave with pay is granted as a result of a
campus closure, early or sequential/staggered release, or a delayed opening,
the paid administrative leave is entered into PeopleSoft HRMS only for
overtime-eligible employees. Administrative leave should be recorded on the
overtime-eligible employee's work record and entered into PeopleSoft HRMS for
purposes of overtime calculations. Enter appropriate leave codes for PeopleSoft
HRMS as outlined in the Procedures Guide at
https://www.cu.edu/pbs/proceduresguide/6.html.
MAY EMPLOYEES TAKE TIME OFF DURING EXTREME CONDITIONS PRIOR TO OR IN THE
ABSENCE OF AN OFFICIAL CAMPUS CLOSURE?
Campus employees are urged to use their discretion in deciding whether they can
safely commute to and from work. If personal health or safety is an issue in
that decision, responsible judgment should be used. Employees may request time
off prior to and in the absence of an official campus closure. With supervisor
approval, employees must take annual leave or leave without pay if no annual
leave is available. Campus supervisors and appointing authorities are
encouraged to be flexible in authorizing annual leave for employees in these
situations. NOTE: If an official campus closure occurs after annual leave
approval, administrative leave should be substituted for vacation hours
occurring after the official closure.
ARE ALTERNATE WORK ARRANGEMENTS AVAILABLE DURING EXTREME WEATHER CONDITIONS
PRIOR TO OR IN THE ABSENCE OF AN OFFICIAL CAMPUS CLOSURE?
In some instances, the supervisor or appointing authority may determine that an
alternate work arrangement, e.g. telecommuting, could be used to support
university activity and meet the business needs of the department during
extreme weather conditions. Alternate work arrangements must be approved by the
appointing authority.
HOW SHOULD NON-ESSENTIAL SERVICES PERSONNEL WHO WORK DURING AN OFFICIAL CAMPUS
CLOSURE BE COMPENSATED?
Non-essential services personnel who are authorized to work during an official
campus closure may be granted administrative leave for the time worked at the
discretion of the appointing authority. Employees would not receive additional
pay for the hours worked during the closure but could be granted alternative
time off. Temporary (including retirees hired into temporary positions) and
student employees who work during a campus closure must be paid for hours
worked but are not eligible to receive administrative leave.
WHEN EMPLOYEES ARE REQUIRED TO WORK OVERNIGHT DURING AN EMERGENCY CLOSURE, HOW
WILL THEY BE COMPENSATED?
- Overtime eligible employees who are required by their supervisors to stay on
campus overnight during an emergency closure are entitled to be paid for
rest/sleep time at the employee's regular pay rate plus applicable premiums,
including shift and overtime.
- Employees exempt from overtime who are required by their supervisors to stay
on campus overnight during an emergency closure may be granted administrative
leave equivalent to their rest/sleep time at the discretion of the appointing
authority.
- Employees who are required by their supervisors to be in on-call status
overnight are entitled to on-call pay.
- Employees who are stranded on campus and are not required by their
supervisors to stay or to be on-call are not eligible for compensation.
WHERE DO I CALL WITH QUESTIONS REGARDING EMERGENCY LEAVE?
Employees should contact their supervisors and appointing authorities with
questions about personal leave and timekeeping.
Payroll/Personnel Liaisons (PPLs) and campus supervisors should contact the
Human Resources - Office of Labor Relations at 303-492-0956 or the Office of
Employment Services at 303-492-6475 with questions.
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