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Weather/Transportation/Emergency Closing

Policy Number: HR-13
Effective Date: July 2002
Revisions: June 2002, July 2000
Responsible Officer: Senior Vice President of Student Life & Administrative Services


This policy was established to define the University's plan concerning work for employees during severe weather conditions and/or other conditions beyond the control of the University that may affect University operations.


It is the intention of the University to remain open even under severe conditions. In the event that extreme weather conditions or an unusual event significantly disrupts transportation or causes suspension or closure of University operations, the University sets forth uniform standards.


This policy applies to all University faculty, professional, administrative and support employees not affiliated with a collective bargaining unit.


Weather Emergency is defined as weather conditions such as floods, hurricanes or severe snowstorms.

Transportation Emergency is defined as a power failure or other unanticipated disruption of transportation operations such as a public transportation (i.e., rail, bus) work stoppage.

Cancellation of Classes is defined as a decision by the Senior Vice President for Student Life and Administrative Services and applies only to student obligations.

Closing of the University is defined as a decision of the Senior Vice President for Student Life and Administrative Services based upon either a weather or transportation emergency.

Non-Exempt as defined by the FLSA is a position that does not meet the requirement necessary to qualify for exemption and is subject to overtime and minimum wage provisions of the Act.

Exempt as defined by the FLSA is a position not subject to provisions of the FLSA.


  1. The evaluation and declaration of a weather/transportation emergency will be made by the University’s Senior Vice President for Student Life and Administrative Services, or designee. The Senior Vice President will determine if classes should be canceled and/or if the University should be closed.
  2. The Senior Vice President for Student Life and Administrative Services, or designee will notify the Deans of each school, broadcast an announcement on the weather hotline (University City: 215-895-MELT (6358)), initiate an alert on FOX TV 29 and KYW 1060 AM radio and/or update the University Website ( Each location has a radio number - University City is 103/Evening Division is 2103.
  3. If classes are canceled, clinical, administrators and professional staff are still expected to report to work as usual, unless the University is declared closed.
  4. If the University is closed, each school is responsible for notification to its own administrators, faculty and professional staff.
  5. No employee may leave work during a declared weather/transportation emergency without the approval of the supervisor/manager.
  6. Closure decisions based upon other conditions beyond the control of the University, such as: fires, floods, earthquakes, power failures, and road blockages, will be dealt with based on the likelihood of the University to operate effectively.


  1. Exempt and non-exempt employees who do not report to work in a weather emergency when the University remains open are permitted to utilize accrued vacation for the hours they were to have worked.
  2. Non-exempt employees who report to work within two hours of their regular starting time will be paid for the entire shift; otherwise, the pay will be for the hours actually worked. Non-exempt employees who arrive more than two hours after the start of their regularly scheduled shift may charge the time not worked to vacation in order to receive pay for the entire shift.
  3. Non-exempt employees required to work on a day when the University is administratively closed [e.g., a snow day] will be paid straight time for that day plus twice their straight-time rate for any hours worked, whether or not any of the hours worked that day is in excess of the number of hours an employee usually works.
  4. If non-exempt employees are requested to remain beyond their normally scheduled quitting time, pay for the time worked is calculated according to the overtime policy. If non-exempt employees are required to sleep at the University to ensure coverage, they will be paid straight time for the hours off duty.
  5. Non-exempt employees who receive permission from their supervisor/manager to be released from duty prior to the completion of their scheduled shift during a weather/transportation emergency will be paid for the hours actually worked or may charge the time not worked to vacation in order to receive pay for the entire shift.
  6. Exempt employees will not have their pay reduced because of lateness caused by a weather/transportation emergency.
  7. Exempt employees who are able to perform work duties at their homes may do so with permission of the supervisor. In this case the employee will continue to be paid normally.
  8. Exempt and non-exempt employees calling in sick prior to or during a weather/transportation emergency may be required to provide written heath care provider's documentation of proof of illness and/or be cleared by Employee Health to return to work.
  9. University employees who are covered by collective bargaining agreements should refer to the appropriate contract article.

Inquiries regarding this policy can be directed to the Human Resources Department.