Policy Number: III-9
Last Reviewed: March 14, 2022
Responsible Dept.: Human Resources
Office to contact for clarifications: Human Resources
A signed copy of this policy is available in the President’s Office.
Purpose:
Emergency conditions are those situations that require emergency closings to include inclement weather, utility failure, fire or other forced evacuations from the agency or work site. Circumstances that require emergency closings include inclement weather, utility failure, fire or other forced evacuations from the agency or work site.
Definitions:
Designated Employees – Designated employees hold exempt and non-exempt positions and are those who are either campus police and required to work their normal work schedule, or are those who may be activated by their supervisor or college administration during an authorized college closure. These positions have been designated by college administration as essential to operations during emergencies.
Non-designated Employees – If your specific position is not on the listing of designated employees at the end of this policy, it is considered non-designated unless otherwise changed by your supervisor/manager.
Policy:
Announcements
As inclement weather creates situations when the college finds it necessary to make adjustments in its class schedules and normal operating hours, it is important to understand the announcements made on local radio/television stations. Announcements will also be posted on the college’s telephone information system at 857-VWCC (8922) and the website at https://www.virginiawestern.edu. However, it is strongly suggested that you pay greater attention to the announcements made through radio and television outlets as the phone system and the website may, at times, be delayed in making the information available. An excellent method to directly receive office closing notifications is through VW ALERT. This is the text messaging system installed as part of the VWCC Emergency Alert System. If you have not already done so, enroll in the VW ALERT system right away to receive the text message alerts regarding office closings and other emergency alerts. These alerts may also be sent to your work and/or home computers. You may enroll in the VW ALERT system at https://www.virginiawestern.edu/alert to get text and email notifications. If you just want a text alert for emergencies, school closings etc., please sign up through the text gateway by sending the text VWCC to 888777.
While Virginia Western is explicit in its announcements to the media, the media in turn may announce information differently and it may be confusing. Be sure to listen often to these outlets to ascertain the college’s status. It is important that all college personnel be alert to radio and television announcements when any doubt exists concerning college closings or delayed openings.
Please pay particular attention to the announcements as they pertain to delayed openings. It is expected that employees be fully aware of the official opening time and be at their workstations or classroom promptly to serve our students and others.
The following announcements of delayed openings and college closings will govern the status of employees:
For DELAYED OPENING of the College:
“Virginia Western will open at {time}.”
Activated designated employees report on the regular schedule. Non-designated employees and teaching faculty are to report and be prepared to work by the official delayed opening. Campus police remain on their normal work schedule. Classes will be held according to the student delayed class schedule.
Teaching faculty may view the student delayed class schedule by visiting: I-60: Inclement Weather Policy.
Teaching faculty are to report and be prepared to serve students using the delayed class schedule as the guideline for reporting to work.
For CLOSING of the College:
“Virginia Western is closed.”
Activated designated employees are to report to work on the normal schedule. Non-designated employees do not report. Campus police remain on their normal work schedule.
“Virginia Western will close at {time}.”
Activated designated employees shall remain on duty, unless released by the immediate supervisor. Non-designated employees shall be released from work as of the official closing time. Campus police remain on their normal work schedule.
“Virginia Western day classes are cancelled.”
Activated designated employees are to report to work on the normal schedule. Non-designated employees do not report unless they are scheduled to work after 5:00 p.m. Campus police remain on their normal work schedule.
“Virginia Western evening classes are cancelled.”
Activated designated employees are to report to work on the normal schedule. Non-designated employees do not report unless they are scheduled to work more than 30 minutes prior to the announced cancellation time. Designated employees may be required to work during times they are not regularly scheduled to work. Campus police remain on their normal work schedule.
Timing of Announcements
Notice of closing/delayed openings for day classes will normally occur prior to 6:00 a.m.
Notice of closing for evening classes will normally occur prior to 4:00 p.m.
VWCC CCT Contract Classes and/or Pre-Arranged Visitations/Appointments on Company Sites
In the event delayed openings occur or the college is closed at the main campus, classes and/or pre-arranged visitations and appointments that are delivered at company sites through the School of Career & Corporate Training specifically for a particular client, shall continue as normal unless the company itself chooses to delay or cancel the class or appointment. Instructors of contract classes at company sites shall meet these classes as normal even though the main campus may have a delayed opening or is officially closed. The respective company shall inform the Vice President of Workforce Development Services, the Coordinator of Workforce Services or the specific Workforce Development Specialist of any adjustment in contract class meetings, appointments and/or visitations as soon as possible when the event occurs.
Office Campus Locations
VWCC off-campus sites at the Greenfield Center, the Franklin Center, the Claude Moore Education Center and any other remote locations that may be utilized from time-to-time shall officially close when the main campus is officially closed. When delays in opening the main campus occur, the same delayed opening provisions shall apply to the off-campus locations. In the event that conditions are such that a need arises to cancel classes at an off-campus site where conditions are not the same as the main campus, the Vice President of Academic and Student Affairs may authorize regular academic classes to be cancelled at the affected site or the site may be closed. For WDS-related classes at any of the above off-campus sites, the Vice President of Workforce Development Services may authorize class cancellations.
Compensation
It is very important for employees to use good judgment during times of inclement weather. When the college is open and inclement weather is prevalent, employees must ultimately decide for themselves whether conditions are safe for them to report to work. In instances where individual judgment dictates that you should remain at home rather than travel, you should notify your supervisor and charge your time away from work to accrued leave. For part-time hourly/wage employees, no leave is available to apply to missed time due to inclement weather travel concerns. There will be times when employees must exercise personal responsibility to determine when it is safe to travel.
Full-time employees who are authorized and required to work will be credited with compensatory leave during such closings for hours worked during their normal work schedules. Part-time hourly/wage employees that are required by their supervisor to work will be paid hour-for-hour for hours worked during such closings and are not eligible for compensatory leave. Hours worked beyond the normal work schedule will be treated according to the “Fair Labor Standards Act” for those positions identified as non-exempt. Overtime must be approved by the vice president of Financial and Administrative Services.
Designated Employees
Designated employees may be required to work during times they are not regularly scheduled. Different designated employee may be activated for different reasons. For example, certain employees may be required to work during inclement weather situations while other employees may be activated during heating or electrical problems. There are varieties of risks that may affect college operations and require emergency closings. Employees in designated positions listed at the end of this document must be prepared to report to work during an emergency closing.
To determine the specific work status of the position you hold, see the section below. If your specific position is not on the listing below, it is considered non-designated; however, an employee’s “non-designated” status may be changed to “designated” as managers/supervisors determine the necessity. Employees must be notified of their status as soon as practicable after any such change in status.
| Department | Position Number | Role Title |
|---|---|---|
| Campus Police | 00079 | Law Enforcement Manager I (Chief) |
| 00064 | Law Enforcement Officer I | |
| 00068 | Law Enforcement Officer I | |
| 00071 | Law Enforcement Officer I | |
| 00088 | Law Enforcement Officer I | |
| 00096 | Law Enforcement Officer I | |
| 00127 | Law Enforcement Officer I | |
| 00204 | Law Enforcement Officer I | |
| Facilities Management Services | 00099 | Trades Manager I |
| 00006 | Trades Technician III | |
| 00048 | Trades Technician III | |
| 00083 | Trades Technician III | |
| 00093 | Trades Technician III | |
| 00098 | Trades Technician III | |
| 00203 | Trades Technician III | |
| 00039 | Trades Technician II | |
| 00049 | Trades Technician II | |
| 00055 | Trades Technician II | |
| 00141 | Trades Technician II | |
| IET User and Systems Support | 00087 | Information Technology Specialist III |
| 00116 | Information Technology Specialist II | |
| 00118 | Information Technology Specialist II | |
| 00003 | Information Technology Specialist II | |
| 00082 | Information Technology Specialist I | |
| 00109 | Information Technology Specialist I | |
| 00115 | Information Technology Specialist I | |
| 00212 | Information Technology Specialist I |
Additional Information:
References
DHRM Policy 1.35 Emergency Closings
Fair Labor Standards Act (FLSA)
Delegated Authority Agreement
Chapter 12, Title 2.2 Code of Virginia
DHRM Policy 1.25 Hours of Work
