Severe Inclement Weather & Emergency Closings

At times the weather in our area may affect normal patterns of travel. This presents a challenge to the University to accommodate its operating needs, while still being sensitive to employees’ problems in meeting their travel requirements. In certain cases of severe inclement weather, the University may decide to close or open late. When the number code is broadcast signifying that the University is closed, it means classes are cancelled, faculty need not report, and staff are released from the obligation to report. If a late opening is announced, employees are required to report at the announced later time. Exceptions to the aforementioned circumstances are noted below.    

A. When the University has announced that it is closed

When the University is announced as “closed,” most staff employees will be excused from work and will be paid their normal rate of pay.
 
However, non-exempt employees in certain classifications and positions may be required to remain on duty or to report for work. In these cases, they will be paid twice their regular rate of pay for the applicable hours worked, except that there will be no “pyramiding” of overtime pay. To qualify for this assignment and premium rate, the designation of these employees must be pre-approved by the department head and the Director of Human Resources. Some employees and/or positions will have been identified and approved in advance in such areas as steam plant, health center, dining services, maintenance, grounds, custodial services, public safety, and the like.
 
Exempt management and supervisory employees are not eligible for additional pay, and should confer with their supervisors as to the need to report for work. Exempt employees who do not have supervisory duties would normally not be expected to report, unless instructed otherwise by their supervisors. Exempt employees in this category would then receive one and one-half times their pay rate subject to pre-approval by the Director of Human Resources. Employees who are not required to report, but who report because they reasonably were not aware of a closing announced in the early morning hours, would then be sent home and paid their normal pay plus a two hour “reporting bonus.”
 
When the University is closed, employees who are required to remain on duty for more than a double shift or who must remain on campus beyond a consecutive period of sixteen hours, will be provided meals at no charge or will be reimbursed for reasonable meal costs with the presentation of a receipt. The department head and the Director of Human Resources must approve any use of commercial sleeping accommodations at University expense.

B. When the University opens late or closes early:

When the University announces a delayed opening, the first class (on Tuesday and Thursday) or first two classes (Monday, Wednesday, and Friday) are cancelled.
 
In situations where the University announces a delayed opening for all, employees that report at the later start time and complete the normal shift will receive their regular day’s pay for the shortened day. When a delayed opening is announced, and an employee arrives early, the employee may be released by the supervisor early. This is to be done in hour blocks based on the number of hours early that the employee reported. 
 
In situations where the University dismisses all employees early, the appropriate pay provisions (non-exempt or exempt) for employees who are required by their supervisors to remain at work, will be in effect.
 
Individual departments are not authorized to dismiss employees from their areas early nor to approve late reporting. When no general late start or early dismissal has been announced, the department head/supervisor with appropriate Vice President/ Executive Director approval, may allow individuals to report late or to leave early, but the hours of absence must be charged to vacation or leave without pay, in that order. Employees must also follow departmental call-out procedures: failure to do so may result in disciplinary action.

C. When the University is not closed

Where weather conditions are such that there appears to be a need for reasonable accommodation to individual travel problems on any given day as determined by the supervisor and/or the Director of Human Resources, employees will be expected to make more than a normal travel effort in the face of the adverse condition. In these instances, employees who do not report at all, come in late or who request to leave early will have their absence charged to vacation or leave without pay, in that order, upon approval from their department head/ supervisor and the appropriate Vice President/Executive Director. Departmental call-out procedures must also be followed; failure to do so may result in disciplinary action.

D. Use of Paid Sick Time

The use of sick time is not allowed for time not worked as relating to reasons of adverse weather. When persons report illness for a period where there appears to have been some degree of adverse weather conditions, the University may require employees to submit documentation for any and all absences claimed under sick leave for that period of time.

E. School Closing or Delay Announcement

The announcement concerning closing or delayed opening is normally made on the University snow and emergency number (610-519-4505), the Law School snow and emergency number (610-519-7744), the voice mailboxes of University telephones, and KYW Radio (AM 1060) by 6:30 a.m. However, in the case of an announced delayed opening, if the situation should worsen and if a subsequent decision is made to cancel classes and close the University, a closing announcement normally would be made by 8:30 a.m. Villanova faculty, staff and students are therefore advised to recheck the announcement on a regular basis until 8:30 A.M., prior to departing for school/work.

Employees and students can sign up for Nova Alert and receive an email and/or phone text message alerting them of any weather related school closures or any emergency notifications on campus.
 
Evening class closure announcements will be made in the same manner, normally prior to 2:00 p.m. An evening class closure announcement does not necessarily mean the University is closed. Employees may still be required to remain on duty or to report for work; employees with questions about this must confer with their supervisor. 
 
KYW does not mention school names, using instead a number identification system.  Villanova’s identification numbers on KYW are:
 

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