Inclement Weather Policy for Employees

Emergency Closing

There is a need to continue essential services and provide for the University's residential students even in case of extreme adverse weather. Therefore, every effort will be made to maintain the University's normal operations. When there is a closing or delay, the University will use the following communication outlets:

  • Emergency Hotline: 458-5277 or x5277 (on-campus) 
  • University website: http://www.wlu.edu/emergency-management 
  • Broadcast e-mail and/or voicemail 
  • Radio: WREL FM/WWZW AM (96.7/1450), WMRA FM (89.9), WLUR FM (91.5) WKDW AM (900) 
  • Television: WDBJ (CBS Roanoke), WSLS (NBC Roanoke), WSET (ABC Lynchburg)

Please note that the University may operate on schedule even when area schools and businesses are closed or delayed. Therefore, always check the hotline or website for the latest update or to verify any TV/radio cancellation announcements, because the public media announcements are sometimes erroneous. In remaining open, the University does not advise anyone to travel who feels that he/she cannot do so safely. Employees should exercise their best personal judgment with regard to their own local road conditions and other safety concerns.

University Status

Closed with Essential Employees Reporting: This status may apply when severe weather conditions or other emergencies interfere with normal operations. Classes will be canceled. Essential employees will be expected to report, unless told not to do so by a supervisor. Under certain circumstances, a limited number of non-essential employees may also be asked to report based on the type of emergency and the specific needs of the campus. A supervisor must have the approval of the appropriate vice president or dean before asking non-essential employees to report.

Delayed Opening: This status may apply when severe weather conditions may interfere with campus safety or employee travel but conditions are expected to improve. Classes usually will be held on a published modified schedule. Essential employees will be expected to report as regularly scheduled; nonessential will be expected to report when the University opens. If conditions do not improve, a decision may later be made to close the university.

Early Release: This status may apply when severe weather conditions interfere with employee travel or with normal operations after the workday has begun. Classes may or may not be cancelled, and some offices may need to continue to operate. As a result, some staff may be asked to remain or, in the case of second or third shift employees, to report to work by the supervisor. An official early release announcement and time will be communicated to all employees via the university communications channels described in this policy. Essential employees will be expected to remain until relieved or notified by their supervisors to leave. Employees must make individual decisions about whether to travel between the university and home based on local conditions.

Pay Policies during a Closing, Delay or Early Release

In the event of inclement weather and the delay or closing of the University or early release of employees, the following provisions apply with regard to reporting to work and compensation.

Non-Essential Employees

Delayed Opening - Employees who report to work later than the delayed opening should charge the time between the opening until their arrival to CTO. Regularly scheduled hours until the delayed opening should be charged to university holiday/closing. Employees who do not report to work should use CTO for the entire day. Alternatively, and with supervisor approval, time can be made up during the same pay period.

Early Release - Employees who leave work earlier than the early release, should charge the time between their departure and the early release to CTO. Regularly scheduled hours after the early release should be charged to university holiday/closing. Employees who do not report to work should use CTO for the entire day. Employees who leave work early without an official closing or early release will need to charge that time to CTO. Alternatively, and with supervisor approval, time can be made up during the same pay period.

Non-essential employees who are not asked to report as outlined above will receive no additional compensation if they choose to work when the University has been delayed, closed or if there is an early release.

Essential Employees

Because of the essential nature of their work, Student Health Center nurses, and specified employees in Facilities Management, Public Safety and Dining Services, are expected to report to work as close to schedule as possible or to continue to work their regular schedule, even when the university is closed, unless they are specifically instructed otherwise. Non-benefit eligible employees in these departments, if scheduled to work or called in to work are also considered essential and are eligible for the pay provisions outlined below.

Non-Exempt Essential Employees

The following pay provisions apply to non-exempt essential employees:

  • If the University closes, essential employees who work between 12 AM until 12 PM on the day of closing will be eligible for compensation for hours worked at a rate of double-time. 
  • If there is a delayed opening, essential employees who work from 12 AM until the delayed opening of the University will be eligible for compensation for hours worked at a rate of doubletime. 
  • If there is an early closing or release, essential employees who work from the time of early closing or release until 12 AM will be eligible for compensation for hours worked at a rate of double-time.