Printed on: 08/15/2020. Please go to http://policy.umn.edu for the most current version of the Policy or related document.
University of Minnisota  Appendix

Duluth Campus

Appendix to Policy

Determination to Close

In accordance with the policy, the Chancellor or Officer of the Day (OOD) will consult with the Executive Vice Chancellor for Academic Affairs, the Vice Chancellor for Finance and Operations, and the Vice Chancellor for Student Life. After consultation with senior leadership and relevant staff, the Chancellor or OOD will make the decision to implement a change in operations.

The Chancellor, Executive Vice Chancellor for Academic Affairs, Vice Chancellor for Finance and Operations, or Vice Chancellor for Student Life will then notify the Director of University Marketing and Public Relations (UMPR) of the decision and outline the message to be disseminated. Following that notification, the next action steps will be:

  • UMPR staff will be assigned to send the designated message. If no UMPR staff are available to do this, the Director of Information Technology Systems and Services (ITSS) will be contacted to perform, or assign ITSS staff to perform, this function. UMPR staff will post the designated message to the appropriate channels based on the specific incident. These may include UMD website, email, text, social media, the MyU portal, local media and the Snow Advisory Hotline (726-SNOW). The person who posts the message will also be responsible for removing it when the closing is lifted.
  • When the decision is made to implement a change in operations at UMD, UMPR will also notify the President’s Office and the Board of Regents Office on the Chancellor’s behalf.

Closing Notification

In addition to the notifications outlined in the policy, additional communications with specific information regarding other buildings, outlying properties, or additional operational notes will be posted to the UMD homepage as appropriate.

Employee Identification

In the event of a closure or reduced operations, faculty, staff, and student employees will be identified as belonging to one of the following groups:

  • Administration: Campus administrators (Chancellor, vice chancellors, associate vice chancellors, deans, associate deans) who will continue their duties on- or off-campus, as needs dictate.
  • Essential Employees: Staff and researchers who have previously been identified by their supervisors in writing as essential to the safety of the campus, research animals, or projects requiring care that must be maintained throughout an emergency; and who are required to come to, or remain on, campus unless specifically directed by their supervisors not to report.
  • Mission Vital Employees: Faculty, staff, or students who provide key services that may be needed during an emergency (determined on a case-by-case basis and dependent upon both the nature of the emergency and time of the academic year).
  • Others: Faculty, staff, and student workers not pre-identified as belonging to one of the above categories, and who will not report to work until notified the closure or reduced operations have ended.

To ensure the safety of the campus community, UMD Police may direct any individual to leave the campus work areas until the campus returns to normal operations.

Special Situations

Events with UMD sponsorship and non-UMD events held on the campus, such as admissions visits or college entrance examinations, are subject to cancellation during reduced operations with several exceptions noted below.

Should a storm or emergency situation develop after day classes have begun, the Executive Vice Chancellor for Academic Affairs will consult with the Chancellor, who is responsible for the decision to cancel evening on-campus classes. This decision will be made no later than 4:00 p.m. on the day in question for evening classes and by 6:00 a.m. for Saturday classes. In accordance with the policy, class cancellation does not include other campus events, services, or programs. It is possible to cancel evening classes even if day classes have not been canceled; however, should day classes be canceled, evening classes will also be canceled.

Decisions about certain major events such as men’s and women’s intercollegiate athletic events, concerts, lectures, weddings, and conferences will be made by the Chancellor or Vice Chancellor of that unit and will be canceled or postponed through a special or additional proclamation and are not subject to the reduced operations announcement.  The event sponsor must contact University Marketing and Public Relations once reduced operations are announced so a list of such events may be compiled for review and the decision related to the status of the event in light of the change in operations may be communicated properly. If campus events continue as scheduled during a reduction in operations, these events may experience reduced services depending on facilities staff availability (i.e. snow removal).

Typical Change in Operations/Class Cancellation Options:

  1. Change in Operations: Reduced Operations

    Classes are cancelled and most routine University business stops. This can apply to the entirety of the university or one or more specific buildings based on the type of incident involved.

    Essential employees must remain at or report to work, as directed by their manager and/or supervisor. Remote work is permissible, depending upon the nature of the employee’s job and prior supervisor approval.

    Mission Vital Employees may be designated as “Mission Vital” on a situational basis.

    Non-essential and non-Mission Vital employees do not report to work and are not required to make-up time to cover the adverse weather absence or emergency condition.

    Locations off the UMD campus such as Glensheen, NRRI, and departments operating from other locations, Student Life events, or departments holding/hosting special events, should contact their respective vice chancellor or unit head to determine whether or not their facility will be closed or remain open.

  2. Change in Operations: Cancelled Classes

    When the Chancellor or Executive Vice Chancellor announces classes have been cancelled, the following shall apply:

    1. No students, faculty members, or staff members are expected to be on campus except students who reside in campus housing, essential employees, and designated Mission Vital employees.
    2. Faculty are encouraged to make every effort to notify class participants in advance to the extent possible of class cancellation.
    3. Students who miss scheduled activities will be allowed to make up any work missed.
    4. Faculty members are encouraged to make arrangements to complete all interrupted activities.
    5. See also Academic Affairs Excused Absences

    In the absence of any formal adverse weather and/or other emergency event condition announcement, the University is considered to be operating as normal.

    When possible, the decision and announcements will be made before 6:00 a.m. Class cancellation due to weather will normally cover only the day and evening of the announcement. Evening classes and programs will be closed unless the closing announcement or subsequent announcements specifies otherwise.

  3. Change in Operations: Delayed Start or Early Release (after normal business day has begun)

    A delayed start occurs when the University opens later than normal business operations or in the event of an early release, closes prior to the end of normal business operations.

    In the event of a delayed start, essential employees must report to work on their regularly scheduled shift or remain at work, as directed by their manager and/or supervisor. Remote work is permissible, depending upon the nature of the employee’s job and prior supervisor approval.

    Mission Vital Employees may be designated as “Mission Vital” on a situational basis.

    Non-essential and non-Mission Vital employees do not report to work and are not required to make-up time to cover the adverse weather absence or emergency condition.

    To the extent possible, two hours of lead-time will be provided in order to confer with transit services. Units notified of a change in operations or cancellation of classes by University Marketing and Public Relations are asked to assist in communicating announcements in whatever ways they can.

The decision to close, reduce operations or cancel classes should be made by 4:00 p.m. for evening classes and by 6:00 a.m. for Saturday classes. Evening or Saturday class cancellations do not include other UMD campus events, services, and programs unless specified. Unless otherwise noted, cancellation of Saturday or evening classes will cover classes only for the day the announcement is made.

Campus Units Operating During Change in Operations

  1. Essential Units: Because of the nature of their activities, the following campus departments having critical units must remain open during reduced operations and a campus closure: Department of Police, Facilities Management Heating Plant, and Animal Services. (For policy purposes, “essential” is defined to be “required to protect the health and safety of human and animal life and the basic security of the campus’ physical plant and equipment.”) Essential Employees in these functional areas will be expected to report to work during reduced operations. In the event these Essential Employees leave their work assignment without permission during reduced operations, they are subject to discipline.
  2. Mission Vital Units: Several units may be considered mission vital, depending upon the time of year, the nature of the emergency and the presence of students. These units include Facilities Management (beyond the Heating Plant), Dining Services, Health Services, Housing and Residence Life, and Information Technology Systems and Services. Additional units may be identified by the Chancellor or OOD depending on the situation and circumstances necessitating the change in operations. Employees in these functional areas may be asked to work during reduced operations but are not subject to discipline for declining to do so.

Pay Provisions During Change in Operations

When UMD decides to close, reduce operations, or cancel classes across campus and/or in a specific building(s); the following general pay principles are in place:

  1. Closing or reduced operations at the start of normal daytime business hours. All employees will be paid according to their normal work schedule. Closing or reduced operations during evenings and weekends will be treated similar to that during a normal business day.
  2. If any employee is scheduled to be on vacation, a paid medical leave or an unpaid leave, the vacation/sick or pay type arranged for that day will remain in place. An employee will not benefit by receiving pay for a day previously scheduled to be off (vacation/FMLA/sick/unpaid, etc.).
  3. Closing or reduced operations after the start of normal business day has begun. The pay practices outlined by the specific employee type will determine how individuals will be paid. These pay practices will follow the rules or bargaining unit agreement specific to the employee or as outlined below.
  4. If an emergency situation occurs and closing or reduced operations are implemented, locations off the UMD campus such as Glensheen, NRRI, and departments operating from other locations or holding special events should contact their vice chancellor or unit head to determine whether or not their facility will be closed or remain open. If the facility continues to operate under normal working conditions, even though the main UMD campus has closed or reduced operations, no special pay or time off is given because the facility was open for normal business operations.

Non-Exempt Civil Service and Labor Represented Employees (Non-Faculty)

Please refer to section 1 of Appendix: Pay Provisions During Emergency Closings or Reduced Operations

Represented Bargaining Unit Employees (Non-Faculty)

AFSCME:

Clerical & Office Unit: Follow Article 14, Section 2 for Essential Employees. Under Section 3, Mission Vital employees will be awarded equivalent time off at regular pay for hours worked during an emergency closing or reduced operations. Time off granted under this policy must be authorized and approved by the supervisor and must be taken at a time convenient to the department. If an employee works additional hours, the hours may be subject to overtime provisions in the bargaining unit agreement.

Health Care Unit: Follow Article 4, Sections 5 & 11. Employees identified as Mission Vital will be awarded equivalent time off at regular pay for hours worked during an emergency closing or reduced operations. Time off granted under this policy must be authorized and approved by the supervisor and must be taken at a time convenient to the department. If an employee works additional hours, the hours may be subject to overtime provisions in the bargaining unit agreement.

Technical Unit: Follow Article 14, Sections 2. Per these sections, follow the AFSCME Clerical emergency pay procedures. Mission Vital employees will be awarded equivalent time off at regular pay for hours worked during an emergency closing or reduced operations. Time off granted under this policy must be authorized and approved by the supervisor and must be taken at a time convenient to the department. If an employee works additional hours, the hours may be subject to overtime provisions in the bargaining unit agreement.

Teamsters: See call back pay Article 17 of the agreement. Individuals called in to work must be contacted by seniority. Employees notified as Essential must arrive at work. Mission Vital employees may turn down a call-back/call-in however, the supervisor calling must document the declination of the call-back before moving to the next most senior employees.

Teamsters will receive pay for an emergency closing or reduced operations. They will receive equivalent time off on another day that is agreed upon by management if they work during the closing.

Academic, Professional & Administrative and Exempt Civil Service Employees

Academic, Professional & Administrative, and exempt Civil Service staff, as well as graduate assistants (excluding those employed through Work-Study) will be paid their normal salaries during an emergency closing or reduced operations, but they will be expected to make arrangements to handle those responsibilities not carried out because of the emergency closing or reduced operations. The labor represented faculty will be governed by the conditions stated in their collective bargaining agreement.

Student Workers Not Employed Through the Work-Study Program

Student workers not requested to work during an emergency closing or reduced operations that falls within their normal work schedule will be paid at regular pay for hours scheduled during the period of the closing or reduced operations. If a student works additional hours, the hours may be subject to overtime provisions as outlined in Administrative Policy: Student Employment.

Student workers requested to work during an emergency closing or reduced operations will be awarded equivalent time off from their normal work schedule at regular pay. Time off granted under this provision must be authorized and approved by the supervisor and must be taken at a time convenient to the department. Certain departments may have approved exceptions to this policy. Student workers are asked to please check with your department for further information.

 

Student Workers Employed Through the Work-Study Program

Work-Study funds are prohibited from use during an emergency closing or reduced operations. Any Federal Work-Study students who are requested to work during an emergency closing or reduced operations that falls within their normal work schedule must be paid in full from departmental budgets. If a student worker works additional hours, the hours may be subject to overtime provisions as outlined in Administrative Policy: Student Employment. If the closing or reduced operations is for an extended period of time, students are encouraged to contact the Financial Aid Office/One Stop Student Services regarding any implications to their financial aid as a result of payment with non-Work-Study funds.

Work-Study student workers who work during an emergency closing or reduced operations will also be awarded equivalent time off at regular pay for hours worked during that time. Time off granted under this provision must be authorized and approved by the supervisor and must be taken at a time convenient to the department.

Work-Study student workers, who are not requested to work and are scheduled to work during an emergency closing or reduced operations, may not be paid with Work-Study funds for their regularly scheduled hours. Federal regulations prohibit payment of Work-Study funds during an emergency closing or reduced operations and also for any hours not actually worked.

Departments are asked to reschedule Work-Study students for the hours they would have worked during that period.

Further Information

Questions about personnel or compensation issues related to potential or actual closings or reduced operations should be directed to your local campus, college, or administrative unit HR administrator, or as needed, to the Associate Vice Chancellor for Human Resources. Questions regarding circumstances with student workers should be directed to Student Employment within the Department of Human Resources.

Additional Contacts

SubjectContactPhoneEmail
Emergency Operations Plan Sean Huls, Chief of UMD Police 218-726-8711 shuls@d.umn.edu
Personnel/Compensation Issues During Closing Mark Yuran, AVC for Human Resources & Campus Chief Human Resources Officer 218-726-6326 myuran@d.umn.edu

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