1995-96: Emergency Closing
Under normal circumstances, the University never stops operating.
The University recognizes
that there are times, due to emergencies such as severe weather
conditions, when classes may be canceled and/or schools/centers may be
closed, except for those positions which provide essential services. In
an effort to insure the safety of faculty, staff and students, timely
decisions to modify work schedules will be made. There may be
circumstances when classes are canceled, but schools/centers remain
open, or vice versa.
Modifications of work schedules may take the form of either a
partial or a full closing of the University's operations. In either
situation, staff members working in positions which are designated as
"essential" are expected to remain at work if the closing occurs during
their regular work schedule, or to report to work if the closing
announcement is made before their regular work schedule begins.
Communicating Modifications of Work Schedules
The University will announce a closing or other modification of
work schedules through the following means:
- the University's special information number: 898-MELT (6358);
- through communications from the Division of Public Safety;
- KYW News Radio (1060 AM), the City of Philadelphia's official
storm emergency center; the University's emergency radio identification
code numbers are "102" for day classes and schools/centers and "2102"
for evening classes. The message that accompanies the code number will
provide the operating status of the University.
Please note that radio and television stations other than KYW are not to
be considered "official" sources of information.
Types of Work Schedule Modifications
Please note that decisions affecting work schedules and
cancellation of classes are made by the Executive Vice President in
consultation with the Provost. These decisions will be communicated
through the channels listed above. Schools/centers may not deviate from
the University decision without the prior approval of the Executive Vice
President in consultation with the Provost.
- Full Closing: A full closing occurs when conditions warrant
cancellation of classes and closing of schools/centers, except those
providing essential services.
- Partial Closing: A partial closing occurs when circumstances
warrant the cancellation of classes while schools/centers remain open,
or vice versa.
- Delayed Opening: Occasionally, circumstances will warrant a delay
in the opening time of schools/centers.
- Close Before the End of the Normal Work Day: When there is a
closing of schools/centers before the end of the work day, appropriate
individuals will be contacted by the Division of Public Safety so that
they may release staff members in their respective areas. Additionally,
the Division of Human Resources will contact members of the Human
Resource Council. Individual schools/centers should remain in operation
until such an announcement is received.
Recording Absence due to Emergency Closing
The following practices should be followed by supervisors to record
time lost when a staff member is absent due to emergency conditions:
- If the University is closed after the start of the workday,
staff members who reported to work are compensated and the time lost
during the period of closing is considered time worked. The time off
for staff members who did not report to work should be recorded as
vacation or personal leave. If neither is available, the time lost
should be considered leave without pay.
- If the University is closed before the start of the scheduled
work day, staff members are compensated for the entire scheduled work
day and the time lost is considered administrative leave with pay. The
time off should not be charged to vacation or personal leave.
- If the University is not closed, staff members who do not report
to work will be charged personal or vacation leave, provided the absence
is approved by the supervisor. If the staff member does not have
personal or vacation leave available, the staff member will not be
compensated for that day. Sick leave may not be charged unless the staff
member was out on sick leave before the emergency conditions arose.
- If the University is not closed, and the staff member requests
permission to be released before the end of his/her scheduled work day,
the time lost should be charged to personal or vacation leave. If the
staff member does not have any leave time available, the hours not
worked should be considered leave without pay. If a closing announcement
is made after the staff member's request to leave early was approved,
the lost time should be recorded as time worked from the time of the
- If the University is not closed and a staff member arrives late
due to emergency conditions affecting transportation, the supervisor may
excuse the lateness and consider it as time worked. Late
arrival beyond reason should be charged to personal or vacation
Staff members who work in positions designated as "essential,"
who work when the University is closed, will be paid at their regular
rate of pay and will receive compensatory time equal to the time worked
after the closing. Overtime compensation should be computed as
Unionized Staff Members
Staff members in collective bargaining units are governed by the
terms and conditions of their respective collective bargaining
-- Office of Human Resources
Tuesday, December 5, 1995
Volume 42 Number 14
Return to index for this issue.
Return to Almanac Homepage.