With a forecast for snow 9 months of the year in Minnesota, RCTC would like to remind all UCR employees of the policy/procedures for the delay, cancellation or closing of UCR. (For a complete listing of policies/procedures for the Closing of the University Center Rochester or Cancellation of Classes or Activities Due to Inclement Weather or other Emergencies, please refer to the policy below.
Closing of the University Center Rochester or Cancellation of Classes or Activities Due to Inclement Weather or other Emergencies
Part 1. Purpose: This policy articulates the procedures that are followed by Rochester Community and Technical College (RCTC) and Winona State University - Rochester (WSU-R) when it becomes necessary to close the University Center or cancel academic or non-academic activities due to inclement weather or other emergency conditions. The procedures also describe MnSCU work conditions that prevail during the time that the University Center is closed.
Part 2. Definitions:
a. CLOSING THE UNIVERSITY CENTER: Closing the University Center means to cease all operations for both institutions (RCTC and WSU-R, other than those operations deemed essential to the protection of life and property. Closing the University Center results in the cancellation of classes, student and staff activities and meetings. All general offices are closed. Only weather essential employees (as defined below) must report to work during their regularly scheduled shifts.
b. DELAYED OPENING: Delayed opening refers to opening of all operations for both institutions at a later time, other than those operations essential to the protection of life and property. Only weather essential employees (as defined below) must report to work during their regularly scheduled shifts.
c. CANCELLATION OF CLASSES: Cancellation of classes (off-campus or on-campus) means to cancel one, several, or all classes, of either a single institution or both institutions, in the absence of officially closing the entire University Center.
d. CANCELLATION OF NON-ACADEMIC ACTIVITIES: Cancellation of non-academic activities refers to the cancellation of an event such as athletic events, theatrical productions, concerts, or workshops.
e. WEATHER ESSENTIAL EMPLOYEES: The RCTC President shall identify each year those weather essential employees who must report to work during times the college is closed or there is delayed opening due to emergency procedures. The following positions are designated as weather essential for such purposes Physical Plant Director, Plant Maintenance Engineers, Plant Maintenance Engineer Assistant, Electrician – Master of Record/Engineer, Building Services Supervisors, Groundskeeper Senior, Groundskeepers.
F. CLOSING ANNOUNCEMENT: Whenever possible, the decision to close the Center, have a delayed opening or cancel day classes will be made prior to 6:00 a.m. Special attention will be given to night classes. Whenever possible the decision to cancel evening classes will be made by 3:00 p.m.� Notification to employees not on duty and students not at the Center will be made through the media.�� At a minimum the following radio and television media will be notified:
a. The decision to close the University Center Rochester or to have a delayed opening when severe weather conditions or other emergency exists shall be a collaborative decision between the President of RCTC and the Director of WSU-R.
b. The decision to cancel classes or other activities may occur either by individual institutions, or collaboratively with both institutions. Individual institutional differences such as ITV or UNITE classes, commuting faculty, etc. may necessitate class cancellation for a single institution. The authority for cancellation of RCTC classes is the President, RCTC, or designee. The authority for cancellation of WSU-R classes is the Director of WSU-R or designee.
The decision to cancel a non-academic event or activity may be delegated to the director of that event or activity, in consultation with his/her supervisor.
c. The closure of state agencies by the Commissioner of the Department of Employee Relations does not apply to MnSCU employees.
d. The Governor of the State of Minnesota has emergency power to issue
an executive order to change the work schedule or adjust the leave rules
of all executive branch employees in case of natural disaster or other emergencies
(M.S. Sec. 12.21). This includes MnSCU employees.
a. In times of weather or other emergency conditions, assessment of conditions shall be the responsibility of the RCTC President, or his/her designee, in collaboration with the Director of WSU-R. Personnel at the regional office of the Minnesota State Patrol in Rochester, Minnesota Department of Transportation in Rochester, and the Olmsted County and City of Rochester Law Enforcement and Highway Maintenance Centers may be consulted regarding existing travel and safety conditions prior to any decisions effecting cancellation and or closure.
b. The RCTC Vice President of Finance and Facilities is RCTC’s official designee of the President for purposes of decision and/or actions required of RCTC in this policy.
c. The RCTC Chief Human Resources Officer shall identify and inform weather
essential personnel who must report to work during the times the University
Center is closed or there is a delayed opening due to an emergency situation,
and must develop procedures for notification of such personnel at those
times. No positions at WSU-R are designed as weather essential under these
d. The RCTC Chief Human Resources Officer shall provide notification to RCTC employees on duty at the time the emergency closing is determined. The declaration shall, whenever possible, clearly identify the timeframe when employees are excused from work. RCTC students shall be notified through the appropriate student support offices and academic offices, i.e. Admissions and Records, Vice President of Academic Affairs, etc.. The Director of WSU-R shall be responsible for notification of WSU employees and students.
e. Whenever possible, the decision to close the University Center, have a delayed opening or cancel day classes will be made prior to 6:00 a.m. Whenever possible the decision to cancel evening class will be made by 3:00 p.m.
f. Notification to employees not on duty and students not at the University Center will be made through the media. The RCTC President, or designee, will be responsible for notifying the media for situations involving closing the University Center, delaying the opening and cancellation of classes for all the institutions. At a minimum the following radio and television media will be notified: KROC, Y105, KWWK, KOLM, KLCX, KWEB, KRCH, KMFK, KNXR, KLSE, KTTC-TV, FOX 47-TV, KAAL-TV, AND UCR Channel 20.
g. The RCTC President is responsible for notifying the MnSCU Chancellor or designee after the decision is made to close a campus due to weather conditions or other emergency conditions. The Director of WSU-R will be responsible for providing notification back to their respective main campus in the above situations. In the case when class cancellation affects only a single institution, the RCTC President or WSU-R Director will be responsible for notifying the media.
The RCTC President and Director of WSU-R will be responsible for dissemination
of this policy throughout their respective institutions. Posting on bulletin
boards, supervisors discussing this at staff meetings, providing information
to student clubs and organizations, providing copies to local representatives
of each bargaining unit, incorporating this in faculty and staff handbooks
as well as any student handbooks are all appropriate methods of dissemination.
All employees who are designated as weather essential will be provided a
copy of this policy.
5. MnSCU WORK RESPONSIBILITIES WHEN THE CENTER IS CLOSED OR CLASSES
AND NON-ACADEMIC ACTIVITIES ARE CANCELED.
a. When the University Center is closed due to an emergency which threatens the health and safety of individuals, employees not deemed weather essential for the safe operation of the Center may be excused from duty with full pay. In regard to such closure the following additional guidelines will prevail:
1. When the University Center is closed, MnSCU employees are excused from work with pay. The declaration of a campus closure shall, whenever possible, clearly identify the timeframe when employees are excused from work. The Center closure applies to all employees without regard to labor contract. Weather essential employees who are not excused from work will be paid their regular rate of pay, during the weather or other emergency situation.
2. 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.
3. Essential 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 hours worked inclusive of any overtime.
4. Employees on approved sick or pre-arranged vacation/leave shall not have such leave time restored to their balances.
5. Employees on any approved leave without pay shall not be paid for this emergency leave time.
6. Employees who are called in, on the day of an emergency, from vacation time, compensatory time or leave without pay will be credited with emergency leave from the point of the declaration of the emergency to end of the scheduled shift, if the appointing authority ceased operation during their regular shift.
7. Employee uniform time reports should indicate the number of emergency hours utilized in the remarks section on their report.
b. When classes are canceled but the University Center is not closed, appropriate curricular adjustments shall be made by the faculty on an individual basis. Cancellation of classes does not excuse any employee from work. Employees, including faculty, may take personal leave, vacation leave or use earned compensatory time when classes are canceled and they chose to be absent from work.
c. When non-academic activities are canceled, the activities shall be rescheduled when appropriate and possible.
6. MnSCU WORK RESPONSIBILITIES DURING INCLEMENT WEATHER WHEN THE
CENTER IS NOT CLOSED:
Due to personal circumstance during inclement weather, such as place of residence, employees might find it necessary to leave work early even through the University Center has not been closed. Further, employees might be unable to get to work even though the University Center is open. In such cases, emergency/personal leave or vacation leave may be granted or, if working conditions permit, the time may be made up.
Date of Implementation: 3/10/99
Date of Adoption: 6/7/96
Revisions Adopted: 3/10/99; 11/7/05
Rochester Community and Technical College is an equal opportunity educator and employer.
Updated: April 16, 2013 7:57 PM