Policy

Introduction

Information regarding Miami University operations and other emergency closings is provided below. In the event conditions require a change to the normal University schedule, University Communications and Marketing will work with Miami leadership to notify the campus and emergency procedures using the following methods:

• Miami University website. The official reference is the University website-MiamOh.edu, and/or myMiami. The Miami Regional Campuses website can be accessed here: Regionals website Miamioh.edu/Regionals
• Miam Univesity email account.
• Miami Emergency Text Messaging System. You will also receive information via email and through your cell phone if you are signed up for the Miami Emergency Text Messaging System. Check your account annually to verify it is current. To register for the Miami Emergency Text Messaging System, visit Emergency Text Messaging System.
• Radio Stations. The following radio stations will also be given information; however, information sent to them may be edited. Therefore, the University cannot ensure the accuracy of the information provided. Employees should review the information on the University website or emails.

Emergency Weather Designations

Oxford campus will be designated as (1) open, (2) open with on-campus classes cancelled, or (3) closed.

If the University is designated as open with on-campus classes cancelled, faculty are encouraged, if possible to conduct their classes using alternative modalities and available technologies. In those circumstances, the Instructor will determine which modality, if any, will be used (remote synchronous or asynchronous class meetings and/or alternative assignments) in alignment with course objectives, resources, and available technologies to maximize student learning and encouragement. Instructors should include any planned alternatives (if any) for such a designation in the course syllabi and students should familiarize themselves with the expected alternatives. Since extenuating circumstances surrounding any emergency event will vary, faculty are expected to reach out to their students to keep them informed regarding their courses after any University announcement that changes the normal schedule. 

If the campus is closed, only essential weather emergency staff are required to report to campus to work. 

Departments that need staffing during a weather emergency should do two things:

1. Be sure staff know if they are designated as essential staff; and,
2. Be sure staff know that they are not designated as essential staff and are not to come during a weather emergency unless told to do so. Weather emergency situations may require more or less staff depending on factors like students in the residence halls, the extent of weather damage, and the availability of electricity. Employees must receive directions from their supervisor, prior to any emergencies, regarding how they will know whether to come in or not. Employees who come in, but who are not designated essential staff, will not receive severe weather pay.

Weather emergency staff who are not able to come to campus to work when the campus is closed are expected to follow the normal call-in procedure. For classified employees, failure to call in is considered a no-call/no-show; the employee will not be paid for that day, and they may be subject to discipline. The university will follow the applicable collective bargaining agreements and/or university policies for absences
and/or no-call/no-shows; for AFSCME employees a call off will count as an occurrence per the collective bargaining agreement, and all employees may be subject to discipline. Unclassified staff are also required to call in according to normal call-in procedures.

When the University is open, even when classes are canceled or shifted to remote instruction- all employees are expected to work as scheduled. Managers/supervisors are encouraged to be flexible and to utilize remote work options as appropriate. If weather prevents an employee from reporting (s)he is expected to follow the normal call-in procedure. For classified staff failure to call in is considered a no call/no-show. The classified staff member will not be paid for that day and could face disciplinary actions. Unclassified staff are also required to follow normal call-in procedures.

Individuals scheduled to work on campus who call off due to weather conditions when the university is not closed must use the appropriate paid time off. The university will follow the applicable collective bargaining agreements and/or university policies for absences and/or no-call/no-shows; for AFSCME employees, a call off will count as an occurrence per the collective bargaining agreement, and all employees may be subject
to discipline.

Two hours after the University closes and two hours before the University opens is considered transition time. Selected transitional staff may need to be on site to lock/open the buildings and prepare for business. Transitional staff will be identified by their supervisor prior to any weather emergency.

When the Oxford campus is closed all facilities are closed, this includes the libraries, Goggin, the Recreational Sports Center, etc. There are some special considerations:

• If an intercollegiate athletic event is scheduled, the Athletic Director will confer with the President to determine whether the event will be cancelled.
• If a creative arts event is scheduled, the Director of the Performing Arts Series will confer with the Provost and President to determine whether the event will be cancelled.
• If a weather emergency occurs during finals week, the Provost and President will determine whether the libraries will remain open.
• If an event at the Regionals is scheduled, the Regionals dean or their designee will determine if the event will be canceled. 

Early End to the Work Period Due to Inclement Weather Conditions

When actual or impending road conditions warrant, the President, or designated representative, may give approval for all non-weather-emergency staff to leave early. Classified employees who choose to leave early may, with the approval of their supervisors, use available vacation, compensatory, or personal leave time; make up the lost time during the current payroll period; or take the time without pay.

Related Form(s)

Not applicable.

Additional Resources and Procedures

Websites

• University website
• myMiami
• Regionals
• Emergency Text Messaging System

FAQ

Not applicable.

Policy Administration

Next Review Date

7/1/2027

Responsible Officers

Sr. Vice President for Finance and Business Services

Legal Reference

Not Applicable.

Compliance Policy

No

Recent Revision History

 Amended July 2022

Reference ID(s)

• MUPIM 16.15
• OAC 3339-16-15

Reviewers

Sr. Vice President for Finance and Business Services