Emergency Closings At times it may be necessary for the President to declare specific hours or days as an emergency closing due to inclement weather or other emergency conditions. This policy applies to all Spelman College employees in positions affected by the inclement weather and emergency closing policy. Failure to comply with this policy may result in corrective action. Responsibilities It is the responsibility of vice presidents/provost, academic deans, department heads, directors and supervisors to ensure the provisions of this policy are administered to all employees in a consistent manner. It is the responsibility of the supervisor to provide accurate time and leave information to the Payroll Department. Definitions Authorized closing: The closing of college operations, as determined by the President, for specific periods of time as needed. An authorized closing may be for an entire shift or a partial shift, such as in the case of late openings or early closings. Emergency conditions: Those conditions, as determined by the President, that severely hamper employees from traveling to and from work, or remaining at work (such as inclement weather, utility failure, fire or other forced evacuations). Essential Personnel: Those employees identified by the employing department who are required to work during periods of authorized closings. Examples of essential personnel may be, but are not limited to, Public Safety Officers, Physical Plant Personnel, Residence Directors, On-call Residence Directors and other positions on an as needed basis (i.e. Counseling, Health Services). In the event of an authorized closing, a supervisor may change the status of any staff member to Essential Personnel based on the needs of the College. Non-Essential Personnel: Those employees who are not required to work during periods of authorized closings. Closing Decisions Decisions to close the College will be made by the President or designee. Individual vice presidents/provost, deans, directors, department heads and supervisors are not authorized to make closing decisions without the approval and consent of the President. The President or a designee may make such a decision at any time during the calendar year to protect the best interest and welfare of the College. If the decision to close the campus is made, employees are urged to call the campus inclement weather line at 404-223-1477 as a first line of information. No announcement will be recorded if the campus is open. In addition, the appropriate announcements will be placed on the following radio and television stations: ü WSB-TV, Channel 2 ü WSB 750 AM/98.5 FM ü WCLK 91.9 FM For purpose of interpretation, Spelman Colleges campus closure may be announced through the media as: Atlanta University Center Institutions or Spelman College. Compensation for Essential Personnel In the event of an entire shift closing or a partial shift closing, essential personnel who work their normally scheduled shift(s) will be paid for those hours worked Essential personnel required to work in excess of the hours in their normally scheduled shift will be compensated in accordance with the Fair Labor Standards Act for the excess time worked. Provided they are in a non-exempt classification, the employee will be paid overtime if the hours worked exceeds 40 hours in one workweek. Essential personnel who do not report to work as scheduled must charge time missed to vacation or take leave without pay. In the event the absence meets sick leave benefit qualifications, sick leave may be authorized. Employees within their introductory period are not permitted to use vacation or sick time. It must be leave without pay. Employees on pre-approved leave with pay (i.e. vacation, leave of absence, sick etc.) which falls on the day of an authorized closing day will be charged leave for the day. Vacation, sick or leave without pay must be charged, as appropriate, when a designated employee leaves before the end of the shift during an authorized closing or comes in late (after the delayed start time) during a delayed opening. If an authorized closing falls on an employee's regularly scheduled day off, the employee will not report to work and will not be paid for that day. Compensation for Full-day Closing - Non-essential Personnel To be eligible for pay, non-essential employees must be scheduled to work the day of the authorized closing. Employees on approved leave with pay (i.e. vacation, leave of absence, sick etc.) on an authorized closing day will be charged leave. Employees who are eligible will be paid for the hours they are scheduled to work, as follows: Part-time and full-time non-exempt employees will be paid for the number of hours they are scheduled to work. Exempt employees will be paid for a full day for every full day the College is closed due to inclement weather or emergency closing. Employees who work an alternate schedule will be paid for the hours they were scheduled to work during the authorized closing. If an employee's normal work schedule is more than the period of the authorized closing, the additional hours not worked must be charged to vacation or leave without pay. In the event the absence meets sick leave benefit qualifications, sick leave may be authorized. In the event of an authorized closing, a supervisor may change the status of any staff member to Essential Personnel based on the needs of the College. The compensation guidelines relative to the new status would apply. Compensation for Partial-day Closing - Non-essential Personnel When an authorized closing results in a change in the work schedule, such as a late opening or early closing, employees will be paid for the period of the authorized shift closing. Employees who have prior approved leave on a day of a partial shift closing will be charged leave for the period of their approved leave. To qualify for payment in these instances, employees must work that part of the work schedule not affected by the authorized shift closing. Employees who are allowed to leave work prior to an announcement of an early closing must charge the difference between that time and the official closing time missed to vacation or leave without pay. In the event the absence meets sick leave benefit qualifications, sick leave may be authorized. Employees within their introductory period are not permitted to use vacation or sick time. Separating Employees Employees whose resignations are effective the day of an all-day closing will not qualify for payment, and the separation will be effective the last actual day worked unless the closed day falls on the last work day of the pay period. Interpretation The Director of Human Resources is responsible for official interpretation of this policy. Management questions regarding the application of this policy should be directed to the appropriate Vice President/Provost. Policy No.  510  Effective Date:  9/1/2000  Revision Date:  1/11/2002