Under normal circumstances, the University of Pennsylvania 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 offices, such as but not limited to Public
Safety, Dining Services, Facilities Services, 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.
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.
707.1 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: (215) 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.
707.2 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.
A. Full Closing: A full closing occurs when conditions
warrant cancellation of classes and closing of schools/centers, except
those providing essential services.
B. Partial Closing: A partial closing occurs when circumstances
warrant the cancellation of classes while schools/centers remain open,
or vice versa.
C. Delayed Opening: Occasionally, circumstances will warrant
a delay in the opening time of schools/centers.
D. Close Before the End of the Normal Work Day: When there
is a closing of schools/centers before the end of the work day, the Division
of Public Safety will contact the Division of Human Resources. The Division
of Human Resources will contact the appropriate school/center representatives
so that they may release staff members in their respective areas. Individual
schools/centers should remain in operation until such an announcement is
707.3 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. For staff members who did not report
to work their time should be charged to their paid time off balance [refer
to the Paid Time Off Policy # 607]. If the staff member does not have any
paid time off days available, the time lost should be considered time off
- 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 their paid time off balances.
- If the University is not closed, staff members who do not report to
work will be charged paid time off, provided the absence is approved by
the supervisor. If the staff member does not have any paid time off 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
- 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 the staff member's paid time off balance. If the staff
member does not have any paid time off available, the hours not worked
should be considered 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 announced closing.
- 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 staff members' paid time off balance.
Staff members who work in positions designated as "essential,"
and 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 normal.
707.4 Unionized Staff Members
University staff members in collective bargaining agreements should refer
to the appropriate contract language.
Applicability: All University Employees & Students
--Division of Human Resources
Almanac, Vol. 47, No. 10, October 31, 2000
PAGE | CONTENTS
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Policy Changes , Emergency Closings & Guidelines
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