(University Policies and Procedures, #1020)
Inclement Weather and Emergencies
Statement: This policy concerns the operation of Old Dominion University
(classes, academic services, and administrative operations) at its main campus
in Norfolk, Virginia, the Virginia Beach Higher Education Center, the Peninsula
Higher Education Center, the Tri-Cities Higher Education Center, and the Northern
Virginia Center, as well as other off-campus locations in the affected geographic
The provost and vice president for academic affairs 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 other vice presidents
and the director of public safety. Closing decisions will be communicated directly
to the vice president for institutional advancement as this position has primary
responsibility for implementing the closing notification process. In the provost
and vice president for academic affairs' absence the responsibility for
this function shall pass to the administrators in the following order of priority:
Vice president for administration and finance
Vice president for student services
Vice president for institutional advancement
Dean, College of Arts and Letters
Dean, College of Sciences
In the event of inclement weather or emergencies outside of normal business
hours which may affect the operation of the university, the director of public
safety will notify the provost and vice president for academic affairs as
early as possible of conditions which may require cancellation of classes
or closing of the university. The provost and vice president for academic
affairs will inform the director of public safety of his/her decision at
that time. He/she will also inform the vice president for institutional advancement.
When the university is closed due to inclement weather/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 Department of Personnel and Training policy 1.04, Office Closings, Inclement
Weather/Emergencies. Designated personnel at Old Dominion University include
employees in the Department of Public Safety, residence halls, residence
hall food services, Physical Plant, and other such personnel as are needed
to cope with conditions caused by the inclement weather/emergencies. Other
persons may be designated as "designated" in view of circumstances
at the particular time. Budget unit directors are responsible for notifying
personnel under their supervision of their "designated employee" status.
- The Office of the Vice President for Institutional Advancement will be
responsible for informing students, faculty, and staff of a decision to close
the university because of inclement weather/emergencies. The following news
media will be informed immediately and urged to broadcast the closing.
Television Stations |
WPTE-FM & AM 94.9
WNOR/WAFX FM 99
WCMS-FM & AM 100.5
WJCD, WOWI, WSVY-
WWDE-FM 101.2 2WD
WGH-AM ESPN 1310
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 telephone. Vice presidents are responsible for ensuring
that this telephone notification is carried out within their respective areas.
If the duration of the closing of the university is more than two days,
it may become necessary to extend the school year to compensate for the canceled
classes. The president or his/her appointed authority shall determine the
necessity for such extension.
- Designated Personnel
Employees who work their normally scheduled shifts during authorized
closings will be credited with compensatory leave for the hours worked.
Non-exempt employees required to work hours beyond their normally scheduled
shift will be compensated in accordance with the Fair Labor Standards
Act (normally overtime pay or overtime leave).
Employees 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 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.
- Non-Designated Personnel
To be eligible for pay during an authorized closing, employees must
work or be on paid leave the work day prior and the work day after the
Employees who are on an approved paid leave on the day of an authorized
closing will not be charged leave.
Employees who report to work during an authorized closing will not
be credited with compensatory time unless approved by the president.
- 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.
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.
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.
Employees on paid leave on a day of partial shift closing shall
not have those hours of the shift closing charged to their leave
Hourly and student employees shall be paid for those hours which
they actually work. Therefore, hourly and student employees shall
not be paid during the time the university is closed if they do not
If any hourly or student position is designated as "designated
personnel" by the budget unit director, the employee should
be paid for the hours actually worked.
- Designated hourly or student employees required to work in excess
of normally scheduled shifts will be paid at time and one half overtime
their position is considered non-exempt and
the total number of hours worked in the work week exceeds forty.
Old Dominion University Child Study and Child Development Centers
The Old Dominion University Child Study and Child Development Centers
follow the university's inclement weather/emergency closing policy. Parents
and faculty will be informed when the university closes due to weather. Announcements
of university closings are given on all major TV and radio outlets in the local
area. No refunds will be made for days or parts of days missed because of such
closings. If, for any reason, one of the children's buildings is without
power or flooded, or cannot be used (even though the rest of the university
has re-opened), an additional effort will be made to notify all parents of
those children affected.
- Approved by the president
December 1, 1988
Revised July 29, 1991
Revised January 6, 2003
Revised October 1, 2003