The following is an annual advisory notice for employees summarizing university procedures for severe weather and employee responsibility for attendance when significant weather conditions arise.
University Operations During Severe Weather Conditions
Weather conditions can develop, especially in winter months, that require the university to consider the status of operations. Factors considered include the impact of the weather forecast and maintenance of necessary services for our on-campus student population.
The decision to declare an emergency weather suspension of campus operations (including classes moving to a virtual format) is a consultative process involving several administrative areas responsible for the safety and operations of the university. The provost finalizes decisions about class modality adjustments and presidential authorization is required for an emergency weather closure of the university.
As a rule, the university is always open and campus operations remain in effect. When severe weather warrants suspension of some or all campus activities, the following generally occurs:
- Regular online classes continue to meet as usual. Face-to-face classes attempt to continue in an online modality or cancel as necessary. Faculty are responsible for communicating with their students about the status of their classes and are asked to be flexible with attendance.
- All services and offices remain open virtually and employees who can do so should work remotely, except for employees who work in essential service operations. Essential services are those designated by the divisional vice president and are generally defined as critical to services and facilities that maintain business operations for NIU, support the physical operations and safety of campus or provide services to our on-campus student population. Additional details about the Essential Service Protocols and Suspension or Closure of University Operations Pay and Benefits can be found in the policy library. Employees who do not work in essential service operations should not report for in-person work. Provisions of Collective Bargaining Agreements will be applicable with respect to negotiated staff.
- Those employees who normally are not able to work remotely and do not work in an essential service operation should complete tasks or professional development as assigned by their supervisor during regular work hours. Examples of professional development tasks can be found on the HRS website.
- If a non-essential service employee determines that they are unable to work for weather related reasons (either on campus or remotely), then the supervisor should be notified, and the absence will be considered approved with available vacation, compensatory time, or leave without pay authorized accordingly.
- It is the expectation that essential service employees will report to work on campus if advised to do so. However, if an essential service employee determines that they are unable to work for weather related reasons, then the supervisor should be notified, the absence will be considered approved with available vacation, compensatory time, or leave without pay authorized accordingly. If an essential service employee repeatedly does not work in suspension/closure situations it could lead to a performance improvement plan and/or progressive discipline since doing so is an expectation of the position.
- All hosted events should be canceled or moved to a virtual format unless permission is received from the President’s Office to go forward with the event.
- In rare instances, an emergency closure of campus may occur. In that case, all classes are canceled, including those taught online; all offices and facilities are closed, and except for specifically selected employees working in the essential service operations described above, employees would not be expected to work. All hosted events should be canceled.
Expectations
Employees who work in roles that support the physical operations and safety of campus or provide services to on our on-campus student population are required to report to work unless otherwise advised by their immediate supervisor. Supervisors also should extend appropriate and reasonable accommodations (e.g., provide schedule adjustment or overnight accommodations on campus) to ensure the safety of those employees who must report for duty.
The university’s administration will work to make the best decision possible concerning general conditions and the overall needs of the campus. However, specific situations and travel circumstances as they relate to individual members of the campus community must be independently evaluated. Employees should exercise judgement in terms of travel conditions.
Online Weather Status Updates
Information concerning the operational status of the university during severe weather events can be accessed on the university’s Severe Weather Information page, which provides detailed information in the event of a change in operational status at any of the university’s campus locations. The page also includes links to the National Weather Service’s Winter Weather Advisories, Watches and Warnings for the area and a list of television and radio stations that broadcast information on changes in operational status at NIU.
Specific notices regarding severe weather will only be posted on the NIU Home Page or NIU’s official Facebook and Twitter accounts in the event of a change to virtual services or an emergency closure.
For the latest NIU Severe Weather Status information, you also can call the NIU Toll-Free Weather Status Hotline at 1-815-753-OPEN (1-815-753-6736).
Employees will be notified via their official NIU email address in the event of a change to virtual services, delayed start times, and/or weather emergency closures at the DeKalb, Naperville or Rockford campus locations as well as via text message from the university’s Emergency Notification System.
