To outline the means by which West Virginia University effects shutdowns due to severe or inclement weather conditions or other emergency situations in accordance with Board of Trustees Series 35 and 57, WV Code 12-3-13, 18B-7-11 and the Fair Labor Standards Act.

Full-time regular classified employees, and faculty or faculty equivalent/ academic professional (FE/AP) employees at West Virginia University with 12-month contracts, including those on the regional campuses, are covered under this policy.

The president/designee, working with public safety officials throughout the state, has the authority to close the entire institution, to declare geographic emergencies, and close branches campuses due to inclement weather or other emergencies. Official start and end times for the closures will be determined by the president/designee.

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.

Employees may be required to work during an inclement weather/emergency closure by the president/designee. Exempt employees required to work during an inclement weather/emergency closure will be compensated with STO 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.

Additional information regarding this policy can be obtained in the Inclement Weather and Emergency Closures and Compensatory and Substitute Time Off procedures.

The president/designee is responsible for determining when to close and/or reopen a campus due to inclement weather or emergency condition. An employee’s immediate supervisor is responsible for the accurate reporting, payment and accrual of time worked during an inclement weather/emergency closure. The Employee Relations Unit in the Department of Human Resources, at 293-5700 or P.O. Box 6640, is available to answer questions or provide additional information regarding this policy.

The responsibility for interpretation of this policy rests with the Director of Human Resources, West Virginia University.

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