Purpose

In accordance with MnSCU Policy 4.4, the following procedure will be followed when it becomes necessary to close Normandale or cancel academic or non-academic activities, or delay the opening of the college due to inclement weather or other emergency conditions. This procedure will also describe working conditions and the compensation status of employees during the time the college is closed.

Definitions

Closing the college: Closing the college means to close all operations other than those operations deemed essential to the protection of life and property. Closing the college results in the cancellation of classes, student, faculty and staff activities, and meetings. All general offices are closed.

Delayed Opening: Delayed opening refers to the closing of all operations for a designated period of time other than those operations deemed essential to the protection of life and property.

Cancellation of Classes and/or Activities:

• Cancellation of classes (off-campus or on-campus) means canceling one, several, or all classes; however, the college remains open.

• Cancellation of non-academic activities refers to the cancellation of an event such as theatrical productions, concerts, workshops, or recreational activities.

Authority

In accordance with MnSCU Policy 4.4, the authority to close the college campus, cancel classes or other activities when a weather or other emergency exists resides with the college president or president's designee. The closure of state agencies by the Commissioner of the Department of Employee Relations does not apply to Normandale Community College. The Governor has emergency powers to close all state agencies, which would include Normandale. This means, Normandale's president has authority which supersedes DOER, and the Governor's authority supersedes all.

Procedure and Notification

• The decision to close or delay opening of the college due to weather or other emergency is made by the president or one of the vice-presidents. Appropriate notification will be made to the MnSCU System Office once the decision is made.

• In times of weather or other emergency conditions, assessment of conditions shall be the responsibility of the president, who shall contact personnel in Bloomington and other neighboring MnSCU colleges prior to the decision to close or delay opening.

• The Vice-President for Administrative Services shall identify and inform essential personnel who must report to work during times the college is closed or there is delayed opening due to emergency procedures, and must develop procedures for notification of such personnel at these times. The following positions are designated as essential for purposes of closing due to inclement weather or other emergencies: Physical Plant Director, Building Services Supervisor.

• Notification of employees on duty and/or students that are on campus at the time the emergency closing is determined:  The President shall inform employees of the emergency at the time of closing. Students will be notified by Safety and Security and other appropriate student support services and academic offices.

• Notification of employees not on duty or students not on campus:    Both employees and students will be notified through announcements on WCCO - 8.30 AM radio.  Employees should call their voice-mail to receive current information.        

• Determination of closing or delayed opening shall be made by 6:00 a.m. An announcement of the closing/delayed opening will be available at the college via voice-mail.

• The President (or designee) will be responsible for contacting news media regarding closing information.

Cancellation of Classes/Activities

• The decision to cancel one, several or all classes (on and off-campus), in the absence of closing the college, will be made by the President or designee. Special attention will be given to night classes, many of whose students must travel considerable distances. Weather considerations shall be given considerable weight.

• The decision to cancel a non-academic event, in the absence of closing the college, will be made by the director of the activity in consultation with that person's supervisor.

• Whenever possible, decisions to cancel day classes will be made by 6 a.m., and decisions to cancel night classes will be made by 3 p.m. An announcement of the closing/delayed opening will be available at the college via voice-mail.

Management Responsibility

Management will inform employees and students of this procedure by the following methods:

• This procedure will be permanently posted on all bulletin boards by the Human Resources Office.

• Each supervisor/administrator shall route a copy of this procedure to each employee, and describe the procedure to employees during staff meetings and/or employee departmental briefings.

• A copy of this procedure will be provided to the local representatives of each bargaining unit by the Human Resources Office.

• Copies of this procedure will be provided to appropriate student services offices, clubs, organizations, etc. by the Dean of Students.

• Each employee who is designated as weather essential shall be provided with a copy of this procedure by the Vice President for Administrative Services.

• A condensed version of this procedure will be published and will be included in the publications provided to students by Student Affairs.

Work Responsibilities when the College is Closed or Classes and Non-Academic Activities are Canceled

Closing the College: When the college is closed due to an emergency, employees not deemed vital for the safe operation of the college may be excused from duty with full pay. With regard to such closure, the following additional guidelines will prevail:

• When a campus is closed, college employees are excused from work with pay. A campus closure applies to all employees without regard to labor contract. Emergency essential employees who are not excused from work will be paid at their regular rate of pay.

• Employees who reported to work and were sent home should not be paid for more than their regular scheduled hours. Employees shall not be enriched through additional compensation, including compensatory time, or increased benefits as a result of an emergency situation.

• Employees who were required by their appointing authorities to remain at work should not be paid for more than their regular scheduled hours or the actual number of hours worked inclusive of any overtime.

• Employees on approved sick or pre-arranged vacation/leave shall not have such leave time restored to their balances.

• Employees on any approved leave without pay shall not be paid for this emergency leave time.

• Employees who called in, on the day of an emergency, for vacation time, compensatory time or leave without pay will be credited with emergency leave from the point of the declaration of the emergency to the end of the scheduled shift, if the appointing authority ceased operations during their regular shift.

• Employee uniform time reports should indicate the number of emergency hours utilized in the remarks section on their uniform time report.

• An employee's absence with pay for emergency situations shall not exceed 16 hours during that emergency unless the president has authorized a longer period.

Classes/Activities Canceled - College Open

• When classes are canceled but the college is not closed, individual faculty shall take personal leave or make appropriate curricular adjustments (e.g. scheduling make up classes, meetings, office hours, or other compensatory activities) as approved by college supervisors.

• When non-academic activities are canceled, the activities shall be rescheduled when appropriate and possible.

Inclement Weather When the College is Not Closed:

During inclement weather, employees might find it necessary to leave work early even though the college has not been closed. Or, employees might be unable to get to work even though the college is open. In such cases, personal leave or vacation leave may be granted. If working conditions permit, the time may be made up at the discretion of the supervisor.