DIXIE STATE COLLEGE OF UTAH

POLICIES AND PROCEDURES MANUAL


Section: 6-Administration

Policy No: 2

Approved: 9/26/96

Policy: EMERGENCY CLOSING POLICY

6-2 EMERGENCY CLOSING POLICY

2.1 PURPOSE

2.1.1 To outline the situations and conditions under which the College would close.

2.1.2 To establish policy and procedures for notifying students, faculty and staff of closure.

2.2 GENERAL PHILOSOPHY

2.2.1 As a general practice, Dixie State College does not close unless the health, safety and or security of College personnel and students is threatened or compromised.

2.2.2 When this does happen, either because of severe weather conditions or other emergencies, the President will initiate appropriate action.

2.3 Responsibility for the Decision to Close

2.3.1 On the rare occasions when the College is forced to close, the decision will be made by the President or appropriate designee within his/her office.

2.3.2 In the event of an emergency situation when neither the President or his/her designee are available, the decision to close will be made by the following institutional officers in order of their availability:

2.3.2.1 Vice President for Academic Affairs

2.3.2.2 Vice President for Administration and Information Technology

2.3.3 It is the responsibility of every unit administrator to handle individual situations and to develop a specific set of procedures for their own unit within the guidelines of overall College policies and procedures.

2.4 Official Announcements

2.4.1 If the decision to close the campus is made, Public Relations will have the responsibility for notifying the College community and the public.

2.4.2 All official College announcements will be made exclusively through Public Relations office.

2.4.3 Announcements of an emergency closing will, to the extent possible, specify the starting and ending times of the closing, and whether the closing includes College clinics and evening or Saturday classes and programs.

2.4.4 The radio is the primary source of information on College closings.

2.4.4.1 The College community is expected to listen to radio announcements for closing information.

2.4.4.2 Calling College offices will not guarantee that the latest or most accurate information is provided to the caller.

2.4.4.3 Public Relations will contact the following radio stations:

2.4.4.3.1 KDXU-AM 890

2.4.4.3.2 KSGI-AM 1450

2.4.4.3.3 KONY-AM 1210

2.4.4.3.4 KSNN-FM 93.5

2.4.5 Public Relations will also telephone the following College offices as soon as possible after a decision to close:

2.4.5.1 Chair of the Board of Regents

2.4.5.2 President

2.4.5.3 Vice Presidents

2.4.5.4 Deans

2.4.5.5 Library

2.4.5.5.1 It is the responsibility of these offices to notify subordinate offices.

2.5 Certain major public events sponsored by men's and women's intercollegiate athletics, Continuing Education or Conferences and Workshops are not automatically subject to campus closing.

2.5.1 Public Relations will contact these units if there are any events scheduled during a closing so that College announcements can include correct information on the status of those events.

2.5.2 For other events to be held during an official closing, permission must be obtained through the Presidentís Office.

2.6 Typical Emergency Closing Times and Procedures

2.6.1 Closing for the day

2.6.1.1 The decision and announcements are to be made by 6:00 a.m. if possible.

2.6.1.2 The typical duration for the closing will be 7:45 a.m. to 4:30 p.m.

2.6.1.3 Evening classes and programs will likewise be open unless the closing announcement or subsequent announcements specify that they will be included in the closing.

2.6.2 Closing at midday

2.6.2.1 To the extent possible, two hours of lead time will be provided in order to organize transit services.

2.6.2.2 At this time, the College does not have adequate ways of informing all staff, students, and visitors on campus that the campus will be closing.

2.6.2.3 Colleges and other units notified of a closing by Public Relations are asked to assist in communicating closing announcements in whatever ways they can.

2.6.3 Evenings and weekends

2.6.3.1 College administrators responsible for evening or weekend programs should contact, the College President if they have any questions about the need to close.

2.6.3.2 The decision and announcement responsibilities are the same as in a "day school" closing. The decision to close should be made by 4:00 p.m. for evening classes and 7:30 a.m. for Saturday classes.

2.7 College Units Operating During Emergency Closings

2.7.1 Because of the nature of their activities, some College units must remain open during an emergency closing. Below is a list of the offices that may be required to remain open.

2.7.1.1 College Security Department

2.7.1.2 Emergency Management

2.7.1.3 Residence Hall

2.7.1.4 Telecommunications

2.7.1.5 Administrative Computer Center

2.7.1.6 Physical Plant

2.7.1.6.1 "Critical employees" in these functional areas are expected to report to work during emergency closings unless specifically informed by their supervisor that they are not to report.

2.7.1.6.2 For the purpose of this policy, "critical employees" are those required to protect the health and safety of human and animal life and the basic security of the College's physical plant and equipment."

2.7.1.6.3 It is the responsibility of each Director/Department Head and supervisor to identify "critical employees" in their area and to provide written notification of such designation to the employee.

2.7.1.7 Because of the unique and often time-defined nature of some College endeavors, certain College departments and units, in addition to those identified above, may require employees to work during an emergency closing.

2.7.1.7.1 Directors/Department Heads and supervisors are responsible for identifying, designating, and notifying, in writing, those "critical employees" in their units who are expected to report to work in the event of an emergency closing.

2.8 Pay Provisions During Emergency Closings

2.8.1 Employees who are at work when an official closing is declared will be sent home and paid for the balance of their scheduled hours.

2.8.2 Employees required to work during an emergency closing that falls within their normal work week will be awarded equivalent time off at regular pay for hours worked during the official closing.

2.8.2.1 Time off granted under this policy must be authorized and approved by the supervisor and must be taken at a time convenient to the department. If an employee works additional hours, the hours may be subject to overtime.

2.8.3 If required to work, hourly employees will be paid for hours worked only.

2.8.4 Academic Employees

2.8.4.1 Faculty, administrative and professional staff will be paid their normal salaries during an official emergency closing, but they will be expected to make arrangements to handle those responsibilities not carried out because of the emergency closing.

2.8.5 Student Employees Not Employed through the Work-Study Program

2.8.5.1 Student Employees who have been designated as "critical employees" and are required to work during an emergency closing that falls within their normal work schedule will be awarded equivalent time off at regular pay for hours worked during the official closing.

2.8.5.1.1 Time off granted under this policy must be authorized and approved by the supervisor and must be taken at a time convenient to the department. If a student employee works additional hours, the hours may be subject to overtime.

2.8.6 Non-critical student employees, other than students employed through the Work-Study Program, who are scheduled to work during an official emergency closing will be paid for their regularly scheduled hours.

2.8.6.1 Student employees who received permission to change their normal working schedule because of illness, studies, or personal reasons, and whose absence for these reasons coincides with the hours of the closing, will not be paid for their regularly scheduled hours during the closing.

2.8.7 Students Employed through the Work-Study Program.

2.8.7.1 Students employed through the Work-Study Program who have been designated as "critical employees" and are required to work during an emergency closing that falls within their normal work schedule will be awarded equivalent time off at regular pay for hours worked during the official closing.

2.8.7.2 Time off granted under this policy must be authorized and approved by the supervisor and must be taken at a time convenient to the department.

2.8.7.2.1 If a student employee works additional hours, the hours may be subject to overtime.

2.8.7.3 Non-critical student employees employed through the Work-Study Program, who are scheduled to work during an official emergency closing may not be paid for their regularly scheduled hours with Work-Study monies unless they actually worked their scheduled hours.

2.8.7.3.1 Federal regulations prohibit payment for any hours not actually worked, so the Work-Study office will not authorize payment for emergency closing hours submitted by a department without written assurance from the unit's administrator that the hours were actually worked.

2.8.7.3.1.1 The simplest solution is to reschedule Work-Study students for the hours they would have worked during a closing.

2.8.7.3.2 Departments do have the option of paying the full rate for Work-Study students' hours from departmental budgets. Both the department and the student must be aware that payment for these hours applies fully to the student's earning allotment and could contribute to an over-award situation that may require the student to repay loan and/or grant funds already received. (If you have questions on Work-Study payments, please call Financial Aids.)