HR-217 Emergency Closure and Transition to Remote Operations

Summary

As a major institution with extensive 24/7 operations, the ��ϲʹ�� will typically not close. However, under certain unusual and emergency circumstances, the university may cancel classes, suspend some or all administrative and academic functions, and/or transition to remote operations. Additionally, certain continuous operations may need to remain operating on-site. Special pay procedures may apply depending on the type of closure.

This policy does not apply to ��ϲʹ�� Health Care employees.

Policy

Per Collected Rules and Regulations, Section 20.075: Chancellor – Campus Emergency, (Ex Order No 5, 4-23-69)

During periods of campus emergency, as determined by the chancellor or an individual campus, the chancellor may, after consultation with the president, place into immediate effect any emergency regulations, procedures and other measures deemed necessary or appropriate to meet the emergency, safeguard persons and property and maintain educational activities.
The specific establishment of the order set forth in the above paragraph is not to be deemed to in any way restrict or diminish any other authorities of the chancellor or any campus to deal with emergencies as they may arise.

Further HR Policy Provisions

Additional HR-217 policy provisions below in accordance with CRR 20.075:

Types of Closures
1. On-Site Closure and Transition to Remote Operations: Classes are cancelled on-campus; most buildings are closed; and the majority of academic and administrative functions are transitioned to remote operations. During a closure, employees (except those required to work on-site) are instructed that they should telework pursuant to HR-522, which may include delivery of courses online. Additionally, certain continuous operations may need to remain operating on-site (e.g., power plants, emergency services, facilities and grounds maintenance and student services). The necessity or feasibility of maintaining on-site operations will vary by the circumstances causing the closure, such as weather, health conditions, natural or human-induced disasters, major utility failures, etc.
2. On-Site Limited closure: Only specifically designated building(s) are closed due to an emergency that impacts a limited portion of the campus. In the event of an emergency where only designated buildings are closed, the expectation is that employees will continue to perform assigned duties. Every attempt will be made to facilitate the performance of those duties through temporary relocation, work from home or other arrangements which allow an employee to perform assigned duties.
Announcement
1. All announcements will be released by the chancellor (president for the UM System) through established campus processes.
2. UM System business unit will follow MU’s announcement, as appropriate, which will be coordinated so only one announcement is made.
Authority
1. Only the chancellor or president has the authority to approve on-site closure and transition to remote operations for a campus.
2. The chancellor or president, or their designee, has the authority to approve a limited closure.
Requirement to work during a closure
1. Campus and UM System administrative leaders are responsible for designating employees as critical to the operation of the University who may be required to work on-site during a closure. Employees who are required to work on-site may differ, depending on the nature of the situation.
2. Campus and UM System administrative leaders are responsible for designating employees who may be required to telework during a closure. Employees who are not required to work on-site will be advised to telework or work from another location so that emergency activities may be conducted more efficiently.
3. Unit leaders or their designees are responsible for communicating to employees which positions are required to work on-site and those which are required to telework during on-site closures. It is the general expectation that most positions will work remotely if operationally feasible and not needed on-site.
Pay Procedures for On-Site Closure and Transition to Remote Operations (herein referred to as “Closure”)
1. Variable Hour and Student Employees (non-benefit eligible employees)
  1. Employees required to work, either on-site or via telework, will be paid at their regular rate for all hours worked. Non-benefit eligible employees are not eligible for administrative leave or additional pay beyond their regular rate.
  2. Employees who do not work during a closure will not be paid. Supervisors should work with those employees to make up the time if possible.
2. Benefit-Eligible Non-Exempt Employees
  1. Employees required to work on-site during a closure will receive one and one-half times their regular rate for all hours worked during the closure.
    
    1. Hours actually worked will count toward the calculation of weekly overtime pay.
    
    2. If required to work on-site less than the employee’s regular schedule, they will receive administrative pay for the hours not required to work up to their regular FTE and daily work schedule.
  2. Employees required to telework during a closure will receive their regular pay for hours worked and are not eligible for one and one-half times their regular rate (premium pay) or administrative pay.
  3. Use of available paid time off is required if an employee is absent from required on-site work and/or telework.
  4. Employees not required to work on-site or via telework during a closure will be granted administrative pay to continue their regular pay for up to 5 workdays per closure. Pay is based on their regular daily work schedule and regular full-time equivalency (FTE).
  5. Employees not scheduled to work but called in during a closure are entitled to pay consistent with HR-212 in addition to one- and one-half times their regular rate for all hours worked during the closure.
  6. Employees on-call, pursuant to HR-212, will receive pay consistent with HR-212 and emergency closure administrative pay.
  7. Should a closure extend beyond five days, employees not required to work on-site or via telework may use available paid time off (e.g., PTO, comp time). Employees may, with supervisory approval, take leave without pay.
3. Benefit-Eligible Exempt Employees
  1. Employees required to work on-site or via telework during closure will receive their regular pay (based on their regular schedule). Exempt employees are not eligible for additional emergency closure pay or time off for hours worked during a closure.
  2. Employees not required to work on-site or via telework during a closure will be granted administrative pay to continue their regular pay for up to five workdays per closure. Pay is based on their regular daily work schedule and FTE.
  3. Should a closure extend beyond five workdays, employees who are not working on-site or via telework may use available paid time off. Employees may, with supervisory approval, take leave without pay.
Pay Procedures for a Limited On-Site Closure
1. Variable Hour and Student Employees
  1. Variable hour and student employees who do not work during a limited closure will not be paid.
  2. Such employees may be requested to work and will be paid under regular pay procedures for hours worked.
2. Benefit-eligible Exempt and Nonexempt Administrative, Service and Support staff, and Benefit-Eligible Non-Exempt Academic employees:
  1. Employees who are directed to leave the worksite and are unable to perform their duties at a different location (including telework) will be granted administrative pay to continue their regular pay for up to 5 workdays per closure. Pay is based on their regular daily work schedule and FTE.
  2. Employees who are required to work on-site or via telework during a limited closure will receive their regular pay (based on their regular schedule and FTE). If required to work less than their regular schedule, employees will receive administrative pay for those hours they are not required to work up to their regular schedule.
  3. Travel time to/from home is not counted as hours worked and is not eligible for administrative pay.
  4. Should a limited closure extend beyond 5 workdays, employees may use available accrued paid time off. Employees may, with supervisory approval, take leave without pay.

Summary Table for Campus Closure and Transition to Remote Operations

Non-Exempt (hourly) Benefit-Eligible Employees/Type of Pay	Required On-Site Work	Required Telework	No Work Required	Other Time Off
One and one-half times regular rate for hours worked on-site	✔
Regular pay for hours worked via telework		✔
Administrative pay (up to five days)			✔
Use available paid time off				✔

Summary Table for Limited Closures

Non-Exempt (hourly) Benefit-Eligible Employees/Type of Pay	Required On-Site Work	Required Telework	No Work Required	Other Time Off
Regular pay for hours worked on-site or via telework	✔	✔
Administrative pay (up to five days)			✔
Use available paid time off				✔

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