ºÚÁϲ»´òìÈ

, grants authority to the Board of Visitors to make rules and policies concerning the institution.  Section 7.01(a)(6) of the  grants authority to the President to implement the policies and procedures of the Board relating to University operations.

Designated Personnel – Exempt and non-exempt employees who are required to work during an authorized closing because their positions have been designated by the hiring supervisor as essential to agency operations during emergencies.

Exempt Employees – Employees who are not subject to the provisions of the .Such employees normally are in management or professional positions.

Non-designated Personnel – Exempt and non-exempt employees who are not required to work during an authorized closing because their positions have not been designated by the hiring supervisor as essential to agency operations during emergencies.   

Non-exempt Employees – Employees whose work hours and wages are governed by the Federal FLSA.

ºÚÁϲ»´òìÈ Alerts – The University’s emergency notification system that consists of email, text, voice, desktop, and app messaging and is used to communicate with students, faculty, staff, ºÚÁϲ»´òìÈ families, and campus visitors about weather-related or other emergencies that may require delay or cancellation of classes, closure of the University, or other emergency procedures as required.

Technology-Delivered Instruction - Online class instruction delivered using any combination of technologies to students at any location.

Volunteer – An individual is considered a volunteer at ºÚÁϲ»´òìÈ if the following conditions are met:

1. Services are performed in support of the University’s mission to include civic, charitable, educational, research or humanitarian reasons without promise, expectation, or receipt of compensation for services rendered.
2. If the volunteer is a current University employee, the volunteer services are not the same type of duties for which the University employs the individual and are freely given without pressure from the University.

NOTE: The FLSA states that non-exempt employees must be compensated for all hours they are required or permitted to work. Thus, even though non-exempt employees may volunteer to perform the duties for which they are employed beyond their normally scheduled hours, departments must compensate those employees for those extra hours worked.

This policy applies to all employees, students, volunteers, and vendors of the institution. Employees include all staff, administrators, faculty, full- or part-time, and classified or non-classified people who are paid by the University. Students include all people admitted to the University who have not completed a program of study for which they were enrolled; student status continues whether or not the University’s programs are in session. 

The Vice President for Student and Campus Life (the VP) is designated as the authority to close the University for reasons of inclement weather or emergencies. The authority will be exercised in consultation with the President and other relevant senior leaders. Closing decisions will be communicated directly to the Vice President for University Communications and Chief Marketing Officer (or designee) as this position has primary responsibility for implementing the closing notification process. In the VP's absence, this responsibility will be assumed by the Chief of Police and Assistant Vice President for Public Safety.

This policy applies to the operation of ºÚÁϲ»´òìÈ campus-based and online classes, academic services, and administrative operations at its main campus in Norfolk, Virginia, Macon & Joan Brock Virginia Health Sciences at ºÚÁϲ»´òìÈ, the Virginia Beach Higher Education Center, the Peninsula Higher Education Center, the Tri-Cities Higher Education Center, and research centers, and any other off-campus locations operated or leased by ºÚÁϲ»´òìÈ. 

This policy does not apply to off-campus locations not operated or leased by ºÚÁϲ»´òìÈ or clinical locations run by Macon & Joan Brock Virginia Health Sciences EVMS Medical Group (the Medical Group). Faculty and staff who work for the Medical Group, residents and fellows, and students participating in internships or practicums, including but not limited to student teaching and clinical placements, are expected to follow the closing policy at their assigned site. 

1. Notification
   
   1. In the event of inclement weather or emergencies outside of normal business hours that may affect the operation of the University, the Chief of Police and Assistant Vice President for Public Safety and the Assistant Vice President for Facilities Management and Construction will notify their supervisors as early as possible of conditions that may require cancellation of classes or closing of the University.  A meeting of University leaders and stakeholders shall be convened to appropriately assess the potential impact of inclement weather or emergencies that may affect the operation of the University. When/if a decision is made to interrupt University operations, the VP shall inform the Vice President for University Communications and Chief Marketing Officer.
       
   2. The Vice President for University Communications and Chief Marketing Officer (or designee) will be responsible for informing students, faculty, and staff of a decision to close the University because of inclement weather/emergencies. Delays or closings will be announced through the ºÚÁϲ»´òìÈ Alerts messaging system, the University’s website at , social media channels, and email.  Faculty, staff, students, and ºÚÁϲ»´òìÈ families can sign up for ºÚÁϲ»´òìÈ Alerts at . Additionally, local newspapers, radio stations, and television stations will be informed. The Alert will communicate specifics about any operations and services that may remain open as well as events that may or may not be held as applicable.
       
   3. If a decision is made to close the University during hours of normal operation, each of the deans, directors, department chairs, and other supervisory personnel will be informed by email or telephone. Vice Presidents are responsible for ensuring that this notification is carried out within their respective areas. Areas that may remain open on a full or limited basis during a closure will be contacted as soon as possible.

Makeup classes will be scheduled and conducted in accordance with applicable accreditation standards and regulatory requirements. The timing, content, and delivery method of any makeup session will be determined based on the necessity to meet those requirements and to ensure all mandated instructional hours and competencies are met.

3. Technology-Delivered Instruction

Unless the Division of Academic Affairs grants an exception, all technology-delivered courses will follow the University’s decision regarding class cancellations or delays. In the event that inclement weather prohibits students from participating in technology-delivered instruction, class activities, or testing, students will be permitted to make up missed class requirements by viewing archives and/or rescheduling exams missed without penalty. Faculty are asked to be flexible during these situations as a number of issues, both personal and work-related, arise as a result of such circumstances.

4. Intercollegiate Athletics

Decisions on whether to cancel or postpone athletic events will be made by the Director of Athletics or the designated athletic administrator, in consultation with the President and/or their designee(s), in accordance with NCAA Guidelines and any conference guidelines in consultation with the opposing head coach and officials.  Announcements will be made on the Athletic Department website at , media outlets throughout Hampton Roads, and social media. Every attempt will be made to conduct an athletic event, barring any unsafe local or regional conditions, especially if the visiting opponent has arrived at the athletic venue or is in the city limits. The Athletic Department’s Inclement Weather Policy will be followed should an athletic event be held as scheduled.

5. Designated Facilities to Remain Open During a University Closure

Certain designated facilities may remain open on a full or limited basis during a University closure. The Vice President for University Communications and Chief Marketing Officer will ensure a list of open facilities is published with closure communications.

6. Designated Personnel

When the University is closed due to inclement weather or emergencies, only Designated Personnel will be required to work. Such personnel will be credited with compensatory leave time for hours worked during such periods in accordance with . Other people may be identified as Designated Personnel in view of circumstances at the particular time. Hiring supervisors are responsible for notifying personnel under their supervision of their Designated Personnel status.

7. Leave and Compensation for Designated Personnel
   
   1. Classified employees (both exempt and non-exempt) who work their normally scheduled shifts during authorized closings will be credited with compensatory leave for the hours worked during the closing.
   2. Non-exempt employees required to work hours beyond their normally scheduled shift will be compensated in accordance with the  (normally overtime pay or overtime leave).
   3. Faculty who work their normally scheduled shifts during authorized closings will not be credited with compensatory leave for the hours worked.
   4. Employees who arrive late to work due to transportation difficulties should not be charged leave when the supervisor believes that the delay was justifiable in view of the conditions.
   5. Designated Personnel who fail to report to work as scheduled must charge missed time to annual, sick, compensatory or overtime leave, or leave without pay, as appropriate, unless the employee was in a previously approved leave with pay status on the day of the closing. Employees who fail to report to work as scheduled may also be subject to disciplinary action.
   6. Designated hourly or student employees required to work during an emergency closure will be paid for the hours actually worked.
   7. Designated hourly or student employees required to work in excess of normally scheduled shifts will be paid at time-and-one-half overtime if:
      
      1. their position is considered non-exempt and
      2. the total number of hours worked in the work week exceeds forty.
8. Leave and Compensation for Non-Designated Personnel
   
   1. To be eligible for pay during an authorized closing, employees must work or be on paid leave the workday prior to and the workday after the closing.
   2. Employees who are on approved paid leave on the day of an authorized closing will be charged leave.
   3. Employees who report to work during an authorized closing will not be credited with compensatory time unless approved by the President.
   4. For partial shift closings (late openings or early closings), employees must work all or part of the work schedule (or be in paid leave status) the day before and the day after the authorized closing.
      
      1. Employees who are allowed to leave work prior to the effective hour of the closing must charge the difference between that time and the official closing time to leave.
      2. Employees who arrive late to work due to transportation difficulties should not be charged leave when the supervisor determines the late arrival to be justifiable in view of the conditions.
      3. Employees on paid leave on a day of partial shift closing shall have those hours of the shift closing charged to their leave balances.
      4. Hourly and student employees shall be paid for those hours that they actually work. Therefore, hourly and student employees shall not be paid during the time the University is closed if they do not work.
9. Employees who Work Remotely

Employees who are scheduled to work remotely (telework) during the time of the emergency closure are expected to follow the guidance for employees outlined in the employee's Telework Agreement.

10. Continuity of Operations

The University Continuity Plan will be activated when an inclement weather or other emergency situation results in the need to close the University or alter its normal operating posture for an extended period of time.

Applicable records must be retained and then destroyed in accordance with the .

Chief of Police and Assistant Vice President for Public Safety

University Policy 1021 – Emergency Management Policy

University Policy 6202 - Telework Policy

ºÚÁϲ»´òìÈ Athletics Inclement Weather Policy