University of Connecticut

Emergency Closing Procedures 2011-2012

1. Communication of Emergency Closing Decision:

If a decision is made during normal business hours (8:00 A.M. -5:00 P.M.) to close, delay opening, or release staff early, the Provost's Office will notify the Vice Presidents, who will be responsible for notifying their Deans, Directors, and Department Heads. In turn, Deans, Directors, and Department Heads must notify all employees in their school, department, or unit. Second and third shift operations should contact the emergency closing line at 860-486-3768 or call the Police Department if there are any questions.

In addition to the notification procedures described above, information regarding closure, delayed opening, or early release may be obtained by calling the 24-HOUR EMERGENCY CLOSING INFORMATION NUMBER: 860-486-3768. Employees with e-mail address will receive a message. Employees having a UCONN voicemail box will receive a broadcast message (the message light will NOT light up) in their accounts. Employees should check their voicemail, e-mail, the University web site or the emergency information line rather than call the University administration.

Closing information for the Storrs campus will also be announced on the following broadcast stations:

RADIO:

  • WDRC - Hartford -  FM 103 - AM 1360 *
  • WHUS - Storrs - FM - 91.7
  • WILI - Willimantic - FM - 98.3-AM 1400
  • WINY - Putnam - AM - 1350
  • WTIC - Hartford - FM 96.5-AM 1080 *

TELEVISION:

* NOTE: Some of these stations, particularly television, also announce regional campus closings/delays. Check with your regional campus for a specific local station or stations in your area.

 

2. Emergency Support Services:

Personnel designated as emergency support services must report to work as scheduled or directed, regardless of official delayed opening, early release, or shutdown. "Emergency support services" employees fall into two categories:

Those who are expected to always report for work as scheduled, regardless of any University or Statewide release/closing announcement; and

Those who are notified on an ad hoc basis that, due to the nature of the emergency, conditions or circumstances, they are expected to report for work or remain at work as scheduled, regardless of any University or Statewide release/closing announcement.

Individual departments are responsible for notifying newly hired employees of whether or not they are considered "emergency support services" and under what conditions. Such notifications should be in writing with a copy sent to the Department of Human Resources, U-5075. 

Emergency support services employees who report for work or continue working when the University has a delayed opening, early release, or official closing receive pay for their regular hours worked.

Granting of the equivalent amount of compensatory time off for those hours worked under such conditions is subject to approval by the Governor's Office. If there is an official closing, delayed opening, or early release, the Department of Human Resources will contact the Governor's Office to determine whether or not equivalent compensatory time has been authorized.

If an emergency support services employee is unable to report for work as scheduled due to an emergency, applicable collective bargaining provisions should be applied to determine how the time will be charged. Supervisors should consult with the Department of Human Resources if they have questions regarding how to record time for these employees.

 

3. Non-emergency Support Services:

In accordance with the 3/16/04 policy on early closings and delayed openings issued by the Deputy Commissioner of the State's Department of Administrative Services, all staff are advised of the following: "In the event of an early closing or late opening, only those employees immediately affected (at work or scheduled to report to work) by the adverse conditions will be granted time off. Any deviation from officially designated early closings or delayed openings cannot be considered time off without a charge to an appropriate leave designation. This includes ridesharing arrangements."

Depending on the nature of the emergency, the University may allow or require staff to continue to work at an alternate location, in which case the employee would receive his/her, regular pay for the period.

If an employee is on a scheduled day off due to sick leave, vacation, personal leave, earned time, or leave of absence without pay during an official University closing, delay or early release, the employee's time will be charged accordingly and he/she will not receive "WW" time, unless provided otherwise in collective bargaining agreements.

 

4.      Emergency Dismissals:

When an emergency occurs which may require an adjustment in work activities or schedules, supervisors must consult with the Department of Human Resources, Labor Relations Unit (860-486-5684) before taking any action.

No employee may be released without authorization from Labor Relations.

Under no circumstances should offices be left without staff because of unauthorized, individual decisions to release employees.

Employees should first be relocated, if possible, to other work locations. If it is not feasible to relocate employees or to make any other appropriate arrangement, a listing of affected employees for whom the Department is requesting "WW" time must be sent to the Labor Relations Unit for approval prior to sending any employee home. Requests should be faxed to 860-486-3390.

Responsibilities: The Communications Section of the procedure outlines responsibilities in the event that a decision is made during normal business hours (8:00 A.M.- 5:00 P.M.) to close, delay opening, or release staff early.

Each employee is responsible for being informed about whether an emergency release condition has been established by the University and for following related instructions.

Individual supervisors must confirm the appropriate recording of time for the emergency closing period (e.g., "WW" for non-emergency services employees.)

 

Reviewed: 10/11