Emergencies and other unforeseen circumstances such as inclement weather, fires, power failures or floods can disrupt the university’s operations.
In some cases, these circumstances may require the closing or delayed start of operations at Wilkes University to ensure the safety of students, faculty and staff. In the event that such an event occurs, details regarding any change in normal in operations will be disseminated via the following:
- University emergency notification system (emails and text messages)
- Local television stations
- Calling 408-SNOW
Employees are strongly encouraged to sign up to receive notifications delivered to their mobile phone and/or email via the Wilkes Alert Emergency Notification System external website.
During circumstances where it is deemed necessary to modify campus operations, the university will designate one of the following three scenarios. University staff considered non-essential (see definition for essential personnel below) should observe the appropriate procedure for each respective scenario.
Types of Closures
Delay of Opening/Early Closure
When circumstances require a delayed opening or early closure, there is no expectation for staff to work prior to the delayed start or after the early closure. The University will ensure that employees are “made whole” for the day and paid their regular hourly rate during the time of modified operations. Exempt employees will be paid as normal.
Should an hourly/non-exempt employee choose to begin working prior to the delayed opening or continue to work after early dismissal, the employee will be paid straight time for their hours worked.
If the University is on a delay or closes early for inclement weather or other emergency circumstances, all extracurricular activities will be canceled until the University reopens. Exceptions to this policy may be made based on extraordinary circumstances.
Virtual Work Day (Staff)
When operations have been designated as a Virtual Day, staff are expected to adhere to their regular schedules and work remotely. Employees should work with their supervisors to ensure that they are prepared to work remotely to the extent possible. Employees who are unable to work or choose not to work during a virtual day, will be required to use their earned and unused personal or vacation leave.
Full Closure
When operations are officially closed due to emergency conditions, there is no expectation for staff to report to work (on campus or remotely) and the time off from scheduled work will be paid without use of personal or vacation leave. An employee who is on an authorized leave of absence such as disability or FMLA leave will remain on such leave.
In cases where an emergency closing is not authorized, employees who fail to report for work will not be paid for the time off unless they use earned and unused personal or vacation leave.
In the event of a total closure of the University as a result of weather or a serious incident that requires a cease to regular University operations, all extracurricular and co-curricular activities (examples: student activities, club meetings, sports competitions/practices, University sponsored travel, University sponsored events, external community activities, face-to-face supplemental instruction, rehearsals for performing arts) will be canceled without exception. It will be the responsibility of the primary contact to notify event participants of rescheduling plans.
Essential Personnel
Some essential services and functions must remain in operation regardless of the scenarios defined above. Employees working in these essential operations may be asked to report to work during any of the three scenarios. Essential employees may be required to report earlier than or stay past the end of their designated shift. University notifications will indicate the need for essential personnel to report to work. The following is a list of positions/departments that have been officially designated as "essential” for operational purposes:
- University Police/Public Safety officers and support staff
- Facilities/Campus Support Services staff
- Any other positions as designated by University administration
PLEASE NOTE: Employees who work in Facilities/Campus Support Services should refer to the Facilities Department Essential Staff Policy.
Delays, early dismissals and/or university closures do not automatically qualify essential employees to receive overtime or premium rates. During extreme situations, the University may, at its sole discretion, authorize a premium pay rate for designated positions on the list of “essential” personnel. Department Heads, in conjunction with the Human Resources department, will determine if a premium rate will be paid on a case-by-case basis. Overtime pay for employees who work in excess of 40 hours in a week will be calculated and paid to all non-exempt employees at the rate of one-and-a-half (1.5) times an employee’s regular base hourly rate, as defined by the University’s Overtime Policy.
Each employee is expected to use reasonable discretion in determining if travel is safe and plan accordingly. If the University remains open during certain conditions, and the employee determines that it is too dangerous to come to campus or remain on campus, they are expected to notify the supervisor of their intentions as soon as possible. The employee may opt not to be paid for missed time or may elect to use available vacation or personal leave time.