Administrative Policies
University Policy Number 2207
Subject: Inclement Weather/Emergency Condition Plan
Responsible Parties: The Provost, the Senior Vice President, the Chief of Police, the Director of the Physical Plant, and the Assistant Vice President and Chief Human Resources Officer
Procedures: Notification and Communication Procedures - http://hr.gmu.edu/procedures/procedures.php?2207
Related Policies: Virginia Department of Human Resource Management Policy No. 1.25, Hours of Work; Virginia Department of Human Resource Management Policy No. 1.35, Emergency Closing; Virginia Department of Human Resource Management, Policies and Procedures Manual; Fair Labor Standards Act
I. SCOPE
This policy applies to all faculty, staff, students, volunteers, visitors,
guests, and contractors at all George Mason University owned and leased
locations. Tenant organizations such as the American Type Cell Collection
and the Mercatus Center, jointly operated ventures such as the Freedom
Center and officials responsible for outside events held at George Mason
facilities will make their own decisions and announcements regarding closings
and late openings due to adverse weather conditions. Decisions made by
those organizations to operate when the university has decided to close
do so at their own risk.
Additionally, coordinators of events for the Patriot Center, the Johnson Center, the College of Visual and Performing Arts, and Student Unions Buildings I and II on the Fairfax Campus; the Professional Center on the Arlington Campus; and the Freedom Center, the Verizon Auditorium, and the American Type Culture Collection on the Prince William Campus are responsible for decisions affecting the events and activities of external groups at those sites. On days of early closings, external groups sponsoring events complete those events at their own risk.
Decisions to close one or more campuses, open late or close early due
to emergency conditions other than weather will apply to all organizations
and activities unless specifically exempted at the time the decision is
made.
II. POLICY STATEMENT
It is the policy of George Mason University to operate in accordance with
its approved University Calendar and to maintain full operations unless
specifically closed by the University officials. In the event of inclement
weather/emergency conditions, the Governor has delegated authority to
the President or designee to close the University. The Provost and/or
the Senior Vice President serve as the President’s designee(s).
Decisions on whether to close the university or to alter its schedule
due to weather are based on the condition of campus roads, parking lots,
and surrounding roads and main arteries. Every attempt will be made to
make all decisions regarding closings or late openings no later than 6
a.m. Decisions to close for reasons other than weather will be made in
response to a specific emergency condition and communicated to all affected
individuals as quickly as possible in accordance with emergency notification
procedures.
Decisions regarding weekend classes will be made using the same procedures
as decisions regarding weekday classes. All federal government contract
classes at George Mason are to follow weather-related decisions made by
the Federal Government and not by George Mason.
For the sake of clarity and consistency, each of George Mason’s
three campuses will follow suit as much as possible when it comes to closings
and/or delayed openings. However, the University recognizes that at times
all the campuses will not close or open at the same time because of varying
weather patterns or the localized nature of an emergency condition.
In the event hazardous conditions make travel unsafe, even if classes
have not been cancelled, teaching faculty will notify department chairpersons
when they are unable to conduct classes. Academic departments should make
every effort to inform students when an individual faculty member is unable
to make it to campus because of travel conditions. If the University is
open, but classes are cancelled, teaching faculty need not come to campus
for purposes of attending meetings, advising students, and the like.
In the event that classes are cancelled during the last week of scheduled classes, the appropriate reading days in the following week are to be used to make up those classes. For example, if one day of classes is cancelled, than the first reading day is designated as a makeup day. If two days of classes are cancelled, than the first two reading days are designated as makeup days. However, no exams may be scheduled during the makeup class sessions. Departments are charged with administering appropriate schedule changes in the event of the cancellation of classes.
Although Virginia Department of Human Resource Management (DHRM) Policy
Number 1.35 applies only to classified employees, the University extends
the spirit of this policy to the entire University community. In general,
the State's policy is that persons will not be penalized when inclement
weather causes them to miss work. Further, those "essential personnel"
required to report to work when the University is otherwise closed will
be given compensatory leave for this work. This Administrative Policy
complies with, and supplements, the State's policy.
III. DEFINITIONS
Liberal leave: When road conditions and transportation
difficulties cause either a designated or a non-designated employee to
arrive late, the University may determine that the conditions and difficulties
justified the tardiness. In such cases, the lost time will not be charged
to the employee’s leave balances or to leave without pay, and no
disciplinary action will be taken.
Designatedl Personnel: Those personnel assigned to positions designated by their departments as necessary to the maintenance of operations and services to the University. These personnel may be required to work during inclement weather/emergency conditions in order to do security functions, maintenance, snow removal, or provide other necessary services. Different individuals may be designated based on the nature of emergency.
Closings: The decision made overnight, by the Provost
and/or the Senior Vice President, to close the University at the beginning
of the next morning shift or regular business day, based on the condition
of the campus roads, parking lots, and the surrounding main artery roads.
Early Closing: The decision made by the Provost and/or the Senior Vice
President, upon the recommendation of the Chief of Police and Director
of the Physical Plant to close the University during the regular business
day or while classes are in session, based on the condition of the campus
roads, parking lots, and the surrounding main artery roads or other emergency
condition.
Re-opening: Unless specific announcements extending cancellations are
made, classes will resume the next regularly scheduled class day and the
University will re-open at the beginning of the next morning shift or
regular business day.
IV. RESPONSIBILITIES
Policy Administrator: The Assistant Vice President of Human Resources
will update this administrative policy as appropriate and ensure that
its contents are published to all persons within the University community.
Responsible Parties: The President, Provost, Senior Vice President will authorize the cancellation of classes, academic programs, and services; and will direct early closings, cancellations, liberal leave, re-openings, or closing of the entire University. The Chief of Police and Physical Plant Director will administer the maintenance of the University and the timely removal of hazardous conditions.
Deans, department chairs, department heads, and supervisors will ensure that faculty, staff, and students are aware of inclement weather/emergency conditions and how information regarding the canceling of classes and the closing of the University will be communicated.
Faculty are asked to discuss the University’s inclement weather
policy with their classes and to make known their own expectations and
plans of action, including reviewing how students will be informed of
weather-related decisions, such as via e-mail or notices on classroom
doors.
Departments will inform their “designated” personnel in writing
prior to the beginning of the winter season.
Human Resources & Payroll is responsible for maintaining and running
George Mason's internal “snow tree.” The snow tree is triggered
when a decision is made by the Provost and/or the Senior Vice President
to close down the University early.
V. COMPLIANCE
Teaching Faculty are expected to be present at all class meetings unless classes are cancelled. Administrative and Professional Faculty, Research Faculty, and Classified Employees are expected to be at work, except in exceptional circumstances, whenever the University is open. Classified employees, other than designated personnel, who report to work or remain at work during the period the University is closed, will not be credited with compensatory leave unless their supervisor authorized such leave in advance.
VI. EFFECTIVE DATE AND APPROVAL
This policy is effective September 1, 2002. This Administrative Policy
shall be reviewed and revised, if necessary, annually to become effective
at the beginning of the University's fiscal year, unless otherwise noted.
Approved:
_______________________
Maurice W. Scherrens
Senior Vice President
________________________
Peter N. Stearns
Provost
Date approved: January 7, 2003
Date Revised: November 8, 2004