Policies and Procedures
Inclement Weather or Emergency Closings
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.
When the University is closed due to inclement weather or emergencies only "designated employees" will be required to report for work. Designated personnel at Old Dominion University include employees in the Department of Public Safety, residence halls, residence hall food services, and Facilities Management. However, other persons may be determined to be "designated employees" in view of certain circumstances at the particular time. Therefore, Budget Unit Directors are responsible for notifying personnel under their supervision of their "designated employee" status.
Announcements of whether the University will close or remain open are given on the following radio and TV stations:
WHRV-FM 89.5 WHOV-FM 88.1
Newspapers WTKR (CBS) 3
WAVY (NBC) 10
WVEC (ABC) 13
WHRO (PBS) 15
WNOR/WAFX FM 99
WCMS-FM & AM 100.5
WWDE-FM 101.2 2WD
WGH-AM ESPN 1310
WPTE-FM &AM 94.9
WJCD, WOWI, WSVY -103 JAMS
If the University closes during its normal hours of operation, the vice presidents, deans, directors, department chairs, and other supervisors are informed by telephone. If the University is closed for more than two days, it may become necessary to extend the school year. The President or his/her appointed representative makes this decision.
Designated employees are exempt and non-exempt employees who are required to work during an authorized closing because their positions have been designated as essential to the operation of the University during emergencies/inclement weather. (Click here for further information on Emergency Closing, Policy 1.35.)
Compensation of Designated Employees
- Exempt and non-exempt employees are paid their regular rate of pay for hours worked
- Employees are granted compensatory time for hours worked during authorized closings up to the maximum number of hours of their normal work shifts whether or not the authorized closing occurs during the employee's regularly-scheduled work shift and whether or not the authorized closing is for an entire or partial work shift.
- All hours worked in a workweek, including hours worked during an authorized closing, will be counted for purposes of determining if overtime pay is warranted for non-exempt employees.
Pre-Approved Leave With Pay
- Employees on pre-approved leave during an authorized closing will have the leave charged to the authorized closing, and not to their leave balances.
- When road conditions and transportation difficulties cause designated employees to arrive late, the supervisor may determine that the conditions and difficulties justified the tardiness. In such cases, the lost time will not be charged to employees' leave balances or to leave without pay, and no disciplinary action will be taken.
Designated employees will be considered non-designated while they are on short-term disability under the Virginia Sickness and Disability Program (VSDP).
Failure to Report
Designated employees failure to report to work can result in disciplinary action under the Standards of Conduct Policy, No. 1.60, and/or requiring the hours missed to be charged to leave with or without pay, as appropriate.
Non-designated employees are those who are not required to work during an authorized closing because their positions have not been identified as essential during emergency conditions.
Full Shift Closing Compensation
Non-designated employees will be paid for the hours they are scheduled to work during an authorized closing, if they worked or took paid leave the day before and the day after the authorized closing.
Pre-approved Leave With Pay
Non-designated employees who are on pre-approved leave with pay when an authorized closing occurs will have the time charged to the authorized closing and not to personal leave balances.
Non-designated employees who are on short-term disability under VSDP will continue to receive their percentage of compensation based on the benefits provided under VSDP.
Alternate Work Schedule
An agency head can determine whether an employee on an alternate-work schedule who was scheduled to work more than eight hours on an authorized closing day will be paid for the eight hours of authorized closing or for the scheduled hours.
Partial Shift Closing Compensation
Non-designated employees will be paid for the scheduled hours worked during an authorized closing if they worked or took paid leave the day before and the day after the authorized closing. Any scheduled hours not worked by non-designated employees while the University was open must be charged to personal leave or leave without pay. Non-designated employees who call in the day of a partial closing are only required to submit leave for the work hours not covered by the partial closing.
When road conditions and transportation difficulties cause non-designated employees to arrive late, the supervisor may determine that the tardiness was justified. In such cases, the lost time will not be charged to the employee's leave balances or to leave without pay.
Pre-Approved Leave With Pay
When a non-designated employee is on pre-approved leave during a partial shift closing, the hours of the authorized closing will not be charged to the individual's leave balances or to leave without pay.
Failure to Hear Closing Announcement
When a non-designated employee reports to work as usual because he/she has not heard an authorized closing announcement, he/she shall be paid the regular rate of pay for the time worked, but shall not be credited with compensatory leave for any time worked during the authorized closing.
If the agency head determines that extenuating circumstances warrant that an employee receive compensatory leave, it may be granted.