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Handbook of Operating Procedures
Chapter 9 - General Provisions
Publication Date: Septmeber 16, 2016
Responsible Executive: VP for Business Affairs


9.15 Campus Closure Due to Weather or Safety Considerations


I. POLICY STATEMENT


In the event of severe weather conditions or other emergency situations, the President, or his or her designee, may suspend normal operations and classes. In order to protect the health and safety of students and employees, only those employees whose positions are designated as essential or emergency must remain or report to work in order to sustain the University's operations and protect its assets.


II. RATIONALE


The University of Texas at San Antonio (UTSA) will hold office hours and classes as indicated on the official calendar, except when the University President, or his or her designee, deems inclement weather or safety consideration may make traveling to or from campus hazardous to students, faculty and staff. This policy sets guidelines on how to manage campus closures due to inclement weather.


III. SCOPE

This policy applies to all UTSA employees and students.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter9/9-15.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the Board of Regents' Rules & Regulations

  1. UTSA HOP 4.27 State Compensatory Time
  2. UTSA HOP 5.09 Class Attendance

    Other Policies & Standards

  3. Title 34 Education, Chapter VI – Office of Post-Secondary Education Department of Education, Part 675 Federal Work Study Program

VI. CONTACTS


If you have any questions about HOP policy 9.15 Campus closure Due to Weather or Safety Considerations, contact the following office(s):

Human Resources Department
210-458-4648


VII. DEFINITIONS


Essential/Emergency Personnel: Are employees designated by their departments as vital to the operation of the University. Their presence is required regardless of the existence of an emergency or inclement weather.


VIII. RESPONSIBILITIES


  1. President or Designee
    1. Authorizes the closure of campus facilities due to inclement weather or for safety considerations.
  2. Vice Presidents
    1. Establishes emergency and/or essential personnel for their areas of responsibility.
  3. Communications Office
    1. Notifies students and employees of closure through the appropriate media outlets.
  4. Supervisor, departments or unit heads
    1. Notifies employees of the campus closure by established departmental procedures.
  5. Supervisor and unit time keepers
    1. Ensures employee time is recorded correctly based on their status at the time of the University closure.
  6. Employees/Students
    1. Monitor (210) 458-SNOW (7669), the UTSA website, and the media for information regarding potential campus closure.

IX. PROCEDURES


  1. Once the President, or his or her designee, has determined the campus will be closed:
    1. Prior to duty hours, employees will not report to work and students will not report to classes, except essential/emergency personnel.
    2. During duty hours, employees and students will leave the campus, except for essential/emergency personnel.  Students that live on campus will receive instructions from emergency and housing staff.
  2. Official University time records for the period the campus is closed should be completed as follows:
    1. Employees scheduled to work (excluding work-study employees) shall be granted administrative leave with pay for the period of the closure.
    2. Work-study employees may not be granted administrative leave with pay because of Federal Regulations governing the Work-Study Program.
    3. Employees on duty (on campus) during the closure will be granted state compensatory time in accordance to HOP policy 4.27, State Compensatory Time at a later date unless overtime payment is approved by the Vice President for Business Affairs.
    4. Employees on approved leave (vacation, sick, compensatory time, or floating holiday) during these periods shall not be granted administrative leave with pay in lieu thereof.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


None


XII. APPENDIX


None