IUPUI Adverse Weather Policy for Staff

You may want to become familiar with the university's Adverse Weather policy at www.indiana.edu/~uhrs/policies/nonunion/8.0/8.3.html. The university generally does not close because of adverse weather.

When the campus remains open during adverse weather, employees are expected to use their best judgment if adverse weather creates extreme travel hazards for commuting to and from the workplace. They should not endanger themselves nor ignore the statements of local officials about traveling during adverse weather. Staff should make every effort to notify their supervisor if they cannot get to work, and advance notice requirements for use of time off will be waived.

If adverse weather conditions are widespread and extremely severe, the Chancellor may cancel classes and/or close the campus. Be aware, however that the cancellation of classes does not necessarily mean the campus is closed. Closing the campus is a specific action of the Chancellor separate from the decision to cancel classes. Faculty and Staff are advised to listen carefully to Indianapolis metropolitan are radio and television stations regarding cancellations and campus closings and to verify this information on the campus webpage, www.iupui.edu. In addition, IU has an emergency notification system (IU Notify) that permits messages to be sent as voice or text message to cell, home and office phones and university and non-university email accounts. To receive notification of class cancellations and campus closings via phone and email, employees must update their emergency contact information through OneStart at www.onestart.iu.edu. Select the "notifications" tab and follow the links.

There are some jobs which require employees to work during campus closings. Department heads must determine "critical staff personnel" in advance and notify employees in such jobs of this requirement. Departments are advised to have an internal notification system in place for this type of situation.

Staff who are scheduled to work during the hours the campus is closed are paid, and the absence is charged to weather. Staff do not have to charge the absence to paid-time-off benefits or make up the time. Staff with previously scheduled time off for vacation or other absences not related to the weather continue to charge the time to the appropriate time off category.

Staff who have been previously identified as "critical personnel" by their departments are required to work during campus closings. Support and service staff employees who are required to work on their scheduled workday when the campus is closed due to adverse weather receive pay for the hours worked plus pay or time off at 1 ½ time the hourly rate. The department head determines which type of additional compensation the employee receives. Professional Staff who are required to work during adverse weather do not receive any additional pay or time off. Staff who work during a campus closing and who are not designated as "critical personnel" will be paid at their regular rate of pay for the hours worked.

How staff are paid during adverse weather depends upon whether the campus is open or closed, and whether staff are 1) scheduled or not scheduled to work, 2) required (critical staff) or not required to work, and 3) support and service or professional. The following chart outlines how staff are paid and options for covering absences due to adverse weather.

Options for Covering an Absence Due to Adverse Weather When the Campus Remains Open

Staff are advised to save paid-time-off benefits for unexpected weather conditions.

* Requires supervisory approval.

When the campus remains open, one of the above options must be used in adverse weather situations such as, but not limited to:

• The employee chooses not to travel to work.
• The employee cannot travel to work due to unplowed roads, declared county road emergencies, or other reasons preventing the employee from coming to work.
• The employee chooses to leave work early.
• A department head releases employees early or elects to suspend operations for all or part of a day.

Options for Covering an Absence Due to Adverse Weather When the Campus is Closed

One of these options must be used when the campus is closed.

• All staff scheduled to work during the hours the campus is closed—who have no previously been designated as critical in an adverse weather event—are paid, and the absence is charged to weather. Staff do not have to charge the absence to paid-time-off benefits or make up the time.
• All staff with previously scheduled time off (vacation, sick, etc.) not related to weather continue to charge the time to the appropriate time off category.
• All staff who have not previously been designated as critical in an adverse weather event and who work during the hours the campus is closed are paid their regular rate of pay.
• All critical support and service staff required to work when the campus is closed are paid for the hours worked plus pay or time off at 1 1/2 times the hourly rate.
• All critical professional staff required to work when the campus is closed are paid their regular rate of pay.