Title: #VIII-2. Procedures for Canceling Classes or Closing the
College
Date: February 7, 2013 (replaces version dated February 17, 2011)
I. Canceling
Classes
In cases of severe inclement weather the
college may cancel all classes for students.
When such action is taken, the following procedures will be observed on
both the Parkersburg and Jackson County campuses.
All faculty, staff and students will be
notified via the Emergency Alert System when classes are
canceled or delayed. Radio and TV stations will also be notified. When a
morning announcement is made that all classes are canceled, the cancellation
will normally apply to both day and evening schedules. The announcement will be made by 6 a.m. or as
soon as possible thereafter.
When it is decided to delay the start of
classes (or the opening of the building) due weather conditions (or other
emergency), classes will resume according to the regular schedule at the time
the delay has ended or the building is opened.
For example, if a two-hour delay is announced, a 9:30 a.m. class will
resume at 10:00 a.m. Programs that
involve off-campus clinical or external site assignments will establish an
appropriate protocol that will be communicated to students in the program via
course syllabi and/or program handbooks.
Should weather conditions occurring during
the day necessitate cancellation of evening classes, the announcement should be
made by 3 p.m. or as soon as possible thereafter.
It is not the prerogative of individual
faculty members to cancel their classes because of inclement weather. If a
faculty member cannot meet a scheduled class because of weather conditions,
he/she is to notify his/her division chairperson. The Senior Vice President for Academic Affairs,
in cooperation with the respective division chairperson will determine whether
the class(es) will meet. For classes
being taught at the Jackson County Center, the faculty member should notify the
Center Director who shall determine whether the class(es) will meet.
The following guidelines will be used with
respect to scheduling make-up days to cover loss of instruction due to class
cancellations because of inclement weather.
1.
If
emergency closings cause the loss of one week's instruction in any course
(e.g., one three-hour evening class, two 75-minute daily classes, or three
50-minute daily classes) or less than one week's instruction, the faculty
members have responsibility of any necessary make-up for work lost. They will inform their respective division
chairs of the means being used for this make-up.
2.
If
emergency closings cause the loss of more than one week's instruction in any
course (e.g., more than one three-hour evening class, more than two 75-minute
daily classes, or more than three 50-minute daily classes), the Academic Council
and appropriate faculty and student representatives will work out an acceptable
schedule of make-up days for those classes that have been lost in excess of one
week's instruction. Make-up days, if needed,
will be scheduled either during announced Spring Break or during the week that
is identified for semester examinations.
Students will be notified of such plans.
II. Closing
the College
In the event that an emergency exists, the
president, in conjunction with local or state public safety officials, has the
authority to comply with the emergency situation and close the college. Such a declared emergency could occur under
extremely severe weather conditions, which causes public safety officials to
declare an emergency and other city, county, and state agencies are forced to
close. Unless stated otherwise, a notice
of closing will apply to all WVU at Parkersburg locations. If circumstances necessitate the closing of specific
location(s) or building(s), the specific location(s) will be stated in the
announcement.
Work
time lost during an inclement weather/emergency closure will be considered
regular work time for pay purposes and will not require time be charged to
leave, nor will there be a requirement that the time be made up. Absence from
work due to weather or other personal emergency, outside of the period
designated by the president/designee as an inclement weather/ emergency
closure, must be charged to an employee's accrued time, other than sick leave;
or, with supervisory approval, made up within the same workweek.
When the college is closed, only those people
who have been specifically scheduled (i.e., for snow removal, switchboard
operation and security of facilities) will work. For safety reasons, anyone
else who, because of special circumstances, finds it necessary to come to
campus when the college is officially closed should notify campus security of
his or her presence on campus upon arrival.
Compensatory or overtime cannot be used by any
employee not specifically scheduled to report during the closed hours. Exempt employees required to work during an
inclement weather/emergency closure will be compensated with substitute time
off on an hour-for-hour worked basis, in addition to regular pay. Non-exempt
employees will be compensated for work performed during an inclement
weather/emergency closure through substitute time off (STO), or pay at the rate
of one and one-half for actual hours worked, in addition to regular pay.
Compensation of a non-exempt employee with STO requires prior written agreement
between the employee and supervisor; such time must be used within six months.
Absent the written agreement with the non-exempt employee, compensation must be
in pay.
Inclement weather/emergency closure
compensation is separate from overtime compensation.
Responsible
Administrator: President, 304-424-8200