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University Closure Due to Inclement Weather
The Vice President for Facilities may officially close the University in the event the Brazos Valley and surrounding areas are adversely affected by severe weather conditions. Employees should contact their respective work areas and/or tune in to local television and radio broadcasts to be advised if inclement weather or other circumstances have warranted the closing of the University. Information will also be available by contacting Employee Services at 979-845-4141.
Essential Personnel
Some employees, because of the nature of their work, will be required to work while the University is closed. In general, an “essential” employee during an emergency closing is defined as an employee whose job duties affect the security, safety, or physical operation of the University (including providing services to students). Department heads are familiar with the commitments and requirements of their areas of responsibility within the University and are uniquely positioned to make the decision as to who needs to work as an essential employee during a closure. Employees should speak to their respective supervisors to determine whether or not they will be required to work while the University is closed.
Work Performed During an Emergency Closing
Hourly Employees
Non-exempt (hourly) employees who are required to work while the University is closed will receive compensatory time off or overtime pay in accordance with System regulation 31.01.09 – Overtime. Supervisors may use their discretion in revising schedules for those employees who must work while the University is closed.
Monthly Employees
Exempt (monthly) employees who are required to work while the University is closed will not receive compensatory time off for the time worked. However, supervisors may adjust an exempt employee’s weekly schedule if the employee has already fulfilled the 40-hour work week requirement. Supervisors may also reward exempt employees for exceptional performance during a University closing with paid administrative leave as allowed by Standard Administrative Procedure 31.01.01.M5.01 – Administrative Leave With Pay.
Leave Provisions During a University Closure
- Emergency leave with pay will be granted to eligible employees who do not work their assigned shifts when the University is closed due to inclement weather.
- An employee who is scheduled to be away from work on approved leave during the University closure will not have his/her leave changed to emergency leave; essentially, the employee was not required to report to work and therefore was not impacted by the adverse weather conditions.
LeaveTraq Administrators and Department Liaisons:
Appropriate emergency leave for non-exempt employees will need to be recorded by employees or administrators in LeaveTraq. The original authorizing message regarding a University closing is sufficient to document emergency for exempt employees; however, departments may choose to require monthly employees or administrators to record exempt emergency leave in LeaveTraq.
LeaveTraq entries due to inclement weather and unsafe travel conditions should be made under Leave of Absence With Pay and designated as Unsafe Working or Travel Conditions.
Employees Delayed or Unable to Report Back to Work After University Is Opened
An employee who is delayed or is not able to return to work when the University reopens due to impassable roads or other conditions should discuss the situation with his/her supervisor, as the circumstances may warrant additional emergency leave that may be approved by the Vice President for Facilities.
Approval Process
Employees may request emergency leave with pay for unsafe work or travel conditions through their supervisor if they are unable to return to work when the University is no longer officially closed. Supervisors should forward such requests through the appropriate chain of authority to the Vice President for Facilities. Department heads may request emergency leave on behalf of an affected employee.
Additional Information Regarding Emergency Leave for Hurricane Ike
September 16, 2008 Memorandum:
Dr. Murano has established a procedure for requesting leave for Texas A&M employees who live in areas that do not have power or who are experiencing other extenuating circumstances as a direct result of Hurricane Ike. Please read her memorandum above for additional information regarding her authorization and leave administration procedures for affected employees.
Other Staff Compensation Issues for Preparation and Relief Efforts
Information regarding other compensation issues, such as volunteer time, overtime / dual employment, military leave, and temporary pay increases may be found here.
Additional Information
Contact Information
Total Compensation - Benefits Office
