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OHR 2008-013 - Information About University Closures

Occasionally the University closes because of inclement weather, emergencies, or special situations.  Last January, for example, when President Bush declared January 2 as a national day of mourning to honor former President Ford, the University was closed for one day.  Two weeks later the San Antonio UTHSCSA campuses were closed for two days because of icy conditions that made travel difficult. 

Decision to Close

1. When such situations occur and the Health Science Center cannot conduct business as usual, the President (or his or her delegate) will declare that the Health Science Center campuses are closed and that classes are canceled. 
2. The decision to cancel operations and classes at University campuses and facilities outside the city of San Antonio will be made by the President, in consultation with the head of that campus or facility.

Essential Personnel

1. Essential personnel are employees designated by their department as vital to the operation of the University. Their presence is required during University closures. 
2. In general, if an employee’s job duties affect the security, safety, or physical operation of the University (including providing services to students or patients), he or she may have a position that is considered "essential" during these closures.  Department heads are familiar with the commitments and requirements of their areas of responsibility within the University and make the decision as to who needs to work as an "essential person" during such times. 
3. If an essential employee cannot report to work, he or she should advise the appropriate supervisor immediately.

Notification of Closings

1. If the need to close arises during hours of normal operation, the Chief of Staff and Director of Communications will have departments notified as soon as possible after the President makes the decision to close and will ensure that the President's decision is posted on the University's website. 
2. If the need to close arises outside of normal working hours, the Chief of Staff and Director of Communications will ensure that the news media are informed of any closings and will ensure that the University’s website is updated.  Every effort will be made to notify the media of a closure by 6:00 a.m. if circumstances develop overnight.
3.  Notification might also indicate complete closure, early or staggered departure, or late or staggered opening of the University for non-essential personnel. 
4. If no media announcement is broadcast and if no closing/delay posting is made on the University's website, then employees should report to or remain at work as if it were a normal day.
5. Information is also available by calling 567-SNOW or by text message if you are signed up with the emergency notification service called HSC Alert. To register for this free text messaging emergency notification service, sign in on the portal, http://inside.uthscsa.edu/ and click on the “Services” tab.  Then, to opt in to the service, click on the “Sign Up” link. You will need to have with you the mobile phone(s), PDA(s) and/or pager(s) from which you want to receive HSC Alert messages.

Attendance Requirements

1. If the University is declared officially closed, all non-essential employees on the affected campuses will be granted administrative leave for the hours they were scheduled to work. Hourly employees and student employees are excluded from this provision. 
2. All employees who are required to work during a declared emergency closure will be granted equivalent compensatory time. 
3. An employee who is on prior approved vacation or sick leave on a workday the University is closed due to special circumstances will not have that leave changed to administrative leave.
4. During an emergency which may prevent some faculty and staff (but not the majority) from traveling to the Health Science Center, those individuals should notify their immediate supervisor or department by telephone at the earliest time such restrictions are known.  Hours missed by employees under these circumstances will be charged to vacation or personal leave or result in reduction of pay.

If you have any questions about University closings, please contact me.  Thank you.