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University Closure Policy

This policy covers interruptions of University operations due to Inclement Weather and Hazardous Conditions, or other declared emergency situations causing work curtailment, and the appropriate use of paid and unpaid leave in these various situations.

  • Please be aware that there are specific provisions for closures for the Prevention or Containment of Disease
  • The use of leave is governed by statute, federal and state wage and hour law, PSU policies, and Collective Bargaining Agreements.

Types of paid leave that may be used vary by closure situation and depend on the policies and contract language that apply to various groups of employees. Please note that not all leave types apply to all employee categories.

  • For Inclement Weather and Hazardous condition closures, sick leave may only be used for pre-approved medical appointments and other preauthorized conditions or absences scheduled prior to the closure.
  • For all closures, vacation, personal time, exchange time, comp time accruals and leave without pay are made available for use. Work from home (temporary telework) arrangements are also encouraged, with supervisory approval, if possible given the closure situation and employee’s type of work.

For questions about this chart and/or to discuss specific situations on a case-by-case basis, please contact Human Resources at askhrc@pdx, or by phone at 503-725-4926.

Latest Revision: 2/22/2017

Inclement Weather Procedures | University or Unit Closure for the Prevention or Containment of Disease

Employment Categories

Unclassified Unrepresented and Excluded Employees Includes unclassified unrepresented and excluded employees such as senior administrators, managers, department chairs, supervisors, and certain unrepresented professional and administrative staff.
SEIU Classified Employees*

SEIU Local 503 represented employees.


*Sworn Police Officers are covered by a separate SEIU contract; the following closure tables do not apply to Sworn Police Officers.

AAUP Represented Employees Includes Full-Time Instructional and Research Faculty (.5+ annual FTE) and Academic Professionals.
Hourly Employees Includes IATSE-represented employees, overtime-eligible PSUFA-represented research faculty, GEU-represented graduate administrative assistants, overtime-eligible academic wage employees, and work-study and regular wage student employees.
PSUFA and GEU Represented Employees, and Part-time Salaried Academic Wage Employees Includes overtime-exempt part-time instructional and research faculty and graduate assistants, and overtime-exempt unrepresented academic wage employees.
H-1B Visa Employees Employees currently in H-1B visa status.

 

Section 1: CLOSURES DUE TO INCLEMENT WEATHER AND HAZARDOUS CONDITIONS

Inclement Weather Procedures

Inclement Weather-Full day closure following a timely closure announcement
The University makes every effort to announce closures and delays by approx 6:00am. Notifications of closure or delay is announced via the PSU Alert system, including automatic emails to all "@pdx.edu" email addresses, as well as several opt-in modes (phone calls, text messages, emails to an alternate address, posts to the University's Facebook and Twitter profiles, notices on the PSU Homepage, messages on the PSU switchboard (503-725-3000), and shared with broadcast media)

Employment Category

Employee does not work (does not report to campus or leaves without working)

Employee works at home/off-site, full or part shift**(telecommuting or temporary telework)

Employee comes to work after closure is announced and works for a period of time**

Designated Essential Service Personnel**(Employees required to report to campus for work during the closure)

Employee is on previously authorized sick, vacation or other paid/unpaid leave

SEIU (Refer to Article 63)

Required to use vacation, comp time, exchange time, personal leave, or leave without pay for all hours of missed work.
Supervisor may authorize employees to work from home, to the extent possible.

SEIU record actual time worked as "overtime" hours. Use previously authorized leave as scheduled.
AAUP (Refer to Article 26)

Overtime-eligible employees record time as “Other Paid Leave” for all hours of missed work (use of vacation, comp time, or other accrued leave balances is not required).
Although not required, supervisor may authorize employees to work from home, to the extent possible.

Record actual time worked. No “premium” is paid.
Unclassified Unrepresented and Excluded

Required to use vacation, comp time, or leave without pay for all hours of missed work.
Supervisor may authorize employees to work from home, to the extent possible.

Hourly (IATSE, AFT Research, Student, GAA, Temporary, Academic Wage)

Pay is based on actual time worked.
PSUFA and GEU Represented Employees, and Part-time Salaried Academic Wage Not required to use paid leave time to cover any portion of the closure period, except the use of previously authorized sick leave (record as scheduled).
H-1B Visa Employees Employees currently in H-1B visa status are not required to use paid leave time to cover any portion of the closure period, in accordance with 20 CFR §655.731(c)(7)(i).

**Inclement Weather Procedures do not apply during "Scheduled Closures" (for example, Winter Break Closures that have occurred in the past).

 

Inclement Weather-Full day closure announced after start of scheduled shift

Employment Category Employee does not work (does not report to campus or leaves without working) Employee works at home/off-site, full or part shift** (telecommuting or temporary telework) Employee comes to work and works for a period of time** Designated Essential Service Personnel** (Employees required to report to campus for work during the closure) Employee is on previously authorized sick, vacation or other paid/unpaid leave

SEIU (Refer to Article 63)

If the closure occurs after the employee reports to campus and begins working, record actual time worked and record “Other Paid Leave” for the remainder of their scheduled work day (use of vacation or other paid/unpaid leave is not required).
If the employee was previously scheduled to work from home that day record actual time worked, and record use of vacation, comp time, exchange time, personal leave, or leave without pay for all hours of missed work.
SEIU record actual time worked after the closure as "overtime" hours. Use previously authorized leave as scheduled.
AAUP (Refer to Article 26) Employees will be paid as though they had worked their normal schedule. Overtime-eligible employees record actual time worked, and record time as “Other Paid Leave” for the remainder of their scheduled work day (use of vacation, comp time, or other accrued leave balances is not required).
Although not required, supervisor may authorize employees to work from home, to the extent possible.
Record actual time worked. No “premium” is paid.
Unclassified Unrepresented and Excluded Required to use vacation, comp time, or leave without pay for all hours of missed work.
Supervisor may authorize employees to work from home, to the extent possible.

Hourly (IATSE, AFT Research, Student, GAA, Temporary, Academic Wage)

Pay is based on actual time worked.
PSUFA and GEU Represented Employees, and Part-time Salaried Academic Wage Not required to use paid leave time to cover any portion of the closure period, except the use of previously authorized sick leave (record as scheduled).
H-1B Visa Employees Employees currently in H-1B visa status are not required to use paid leave time to cover any portion of the closure period, in accordance with 20 CFR §655.731(c)(7)(i).

**Inclement Weather Procedures do not apply during "Scheduled Closures" (for example, Winter Break Closures that have occurred in the past).

 

Delayed opening followed by full day closure
The University makes every effort to announce closures and delays by approx 6:00am. Notifications of closure or delay is announced via the PSU Alert system, including automatic emails to all "@pdx.edu" email addresses, as well as several opt-in modes (phone calls, text messages, emails to an alternate address, posts to the University's Facebook and Twitter profiles, notices on the PSU Homepage, messages on the PSU switchboard (503-725-3000), and shared with broadcast media)

Employment Category

Employee does not work (does not report to campus or leaves without working)

Employee works at home/off-site, full or part shift** (telecommuting or temporary telework)

Employee comes to work after closure is announced and works for a period of time**

Designated Essential Service Personnel** (Employees required to report to campus for work during the closure)

Employee is on previously authorized sick, vacation or other paid/unpaid leave

SEIU (Refer to Article 63)

Required to use vacation, comp time, exchange time, personal leave, or leave without pay for all hours of missed work.
Supervisor may authorize employees to work from home, to the extent possible.
SEIU record actual time worked as "overtime" hours. Use previously authorized leave as scheduled.
AAUP (Refer to Article 26) Employees will be paid as though they had worked their normal schedule. Overtime-eligible employees record actual time worked, and record time as “Other Paid Leave” for the remainder of their scheduled work day (use of vacation, comp time, or other accrued leave balances is not required).
Although not required, supervisor may authorize employees to work from home, to the extent possible.
Record actual time worked. No “premium” is paid.
Unclassified Unrepresented and Excluded Required to use vacation, comp time, or leave without pay for all hours of missed work.
Supervisor may authorize employees to work from home, to the extent possible.

Hourly (IATSE, AFT Research, Student, GAA, Temporary, Academic Wage)

Pay is based on actual time worked.
PSUFA and GEU Represented Employees, and Part-time Salaried Academic Wage Not required to use paid leave time to cover any portion of the closure period, except the use of previously authorized sick leave (record as scheduled).
H-1B Visa Employees Employees currently in H-1B visa status are not required to use paid leave time to cover any portion of the closure period, in accordance with 20 CFR §655.731(c)(7)(i).

**Inclement Weather Procedures do not apply during "Scheduled Closures" (for example, Winter Break Closures that have occurred in the past).

 

 

Section 2: CLOSURES FOR PREVENTION OR CONTAINMENT OF DISEASE

NOTICE: This section is currently undergoing revisions.

Table 1:  University or Unit Closure for the Prevention or Containment of Disease

Employee

Employment Category

Action Taken
Unclassified Employees Overtime Exempt Unclassified Employees Overtime Eligible Classified Employees (Refer to Article 63)
Employee does not report to work.
12 month employees (except those on H-1B Visas) are required to use vacation leave. 9 month employees record no leave use as per wage and hour law. Required to use vacation, comp time or LWOP for all hours of missed work. Required to use vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work.
Employee worked at home.

A "Telecommuting Agreement" must be on file with the Office of Human Resources prior to working off-site, unless the supervisor has provided express permission in the case of the school closure.

No recording of leave required as per wage and hour law. Record time worked as "regular" hours with the concurrence of their supervisor and for the remainder of their shift the employee must use vacation, comp time or LWOP for all hours of missed work. Record time worked as "regular" hours with supervisor approval. Use vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work.
Employee comes to work and leaves without working. No recording of leave required as per wage and hour law. Required to use vacation, comp time or LWOP for entire shift for all hours of missed work. Required to use vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work. There is no pay for reporting to work.
Essential Service Personnel (Employees required to report to campus for work during the closure). No recording of leave required as per wage and hour law. Record time worked as "regular" hours. If shift not complete employee must use vacation, comp time or LWOP for balance of regular work shift. Employee should record time worked as "overtime" hours. If shift not completed, the employee must use vacation, comp time, exchange time, personal leave or LWOP for the balance of the regular work shift.
Employee comes to work after closure is announced and works for a period of time.
No recording of leave required as per wage and hour law. Record time worked as "regular" hours and for the remainder of their shift the employee must use vacation, comp time or LWOP. Employee should record time worked as "regular" hours and for the remainder of their shift and use vacation, comp time, exchange time, personal leave or LWOP.
Employee is on previously authorized sick leave or vacation. Use previously authorized leave for entire shift. Use previously authorized leave for entire shift. Use previously authorized leave for entire shift.

Table 2:  Absence from Work Involving Illness of Self or Family

Member for the Prevention or Containment of Disease as Guided

by Local Health Agencies.

Employee

Employment Category

Action Taken
Unclassified Employees Overtime Exempt Unclassified Employees Overtime Eligible Classified Employees (Refer to Article 63)
Employee does not report to work. Required to use sick leave or vacation. Required to use sick leave, vacation, comp time or LWOP for all hours of missed work. Required to use sick leave, vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work.
Employee worked at home.

A "Temporary Telework Agreement" must be on file with the Office of Human Resources prior to working off-site, unless the supervisor has provided express permission in the case of the school closure.

No recording of leave required as per wage and hour law.
Record time worked as "regular" hours with the concurrence of their supervisor and for the remainder of their shift the employee must use sick leave, vacation, comp time or LWOP for all hours of missed work. Record time worked as "regular" hours with supervisor approval. Use sick leave, vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work.
Employee comes to work and leaves without working. No recording of leave required as per wage and hour law. Required to use sick leave, vacation, comp time or LWOP for entire shift for all hours of missed work. Required to use sick leave, vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work. There is no pay for reporting to work.
Essential Service Personnel (Employees required to report to campus for work during the closure). No recording of leave required as per wage and hour law. Record time worked as "regular" hours. If shift not complete employee must use sick leave, vacation, comp time or LWOP for balance of regular work shift. Employee should record time worked as "overtime" hours. If shift not completed, the employee must use sick leave, vacation, comp time, exchange time, personal leave or LWOP for the balance of the regular work shift.
Employee comes to work after closure is announced and works for a period of time. No recording of leave required as per wage and hour law. Record time worked as "regular" hours and for the remainder of their shift the employee must use sick leave, vacation, comp time or LWOP. Employee should record time worked as "regular" hours and for the remainder of their shift and use sick leave, vacation, comp time, exchange time, personal leave or LWOP.
Employee is on previously authorized sick leave or vacation. Use previously authorized leave for entire shift. Use previously authorized leave for entire shift. Use previously authorized leave for entire shift.

Table 3:  Absence from work to care for a family member whose

daycare or school has been closed for the prevention

or containment of disease.

Employee

Employment Category

Action Taken
Unclassified Employees Overtime Exempt Unclassified Employees Overtime Eligible Classified Employees (Refer to Article 63)
Employee does not report to work. Required to use vacation. Required to use vacation, comp time or LWOP for all hours of missed work. Required to use vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work.
Employee worked at home.

A "Temporary Telework Agreement" must be on file with the Office of Human Resources prior to working off-site, unless the supervisor has provided express permission in the case of the school closure.

No recording of leave required as per wage and hour law.
Record time worked as "regular" hours with the concurrence of their supervisor and for the remainder of their shift the employee must use vacation, comp time or LWOP for all hours of missed work. Record time worked as "regular" hours with supervisor approval. Use vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work.
Employee comes to work and leaves without working. No recording of leave required as per wage and hour law. Required to use vacation, comp time or LWOP for entire shift for all hours of missed work. Required to use vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work. There is no pay for reporting to work.
Essential Service Personnel (Employees required to report to campus for work during the closure). No recording of leave required as per wage and hour law. Record time worked as "regular" hours. If shift not complete employee must use vacation, comp time or LWOP for balance of regular work shift. Employee should record time worked as "overtime" hours. If shift not completed, the employee must use vacation, comp time, exchange time, personal leave or LWOP for the balance of the regular work shift.
Employee comes to work after closure is announced and works for a period of time. No recording of leave required as per wage and hour law. Record time worked as "regular" hours and for the remainder of their shift the employee must use vacation, comp time or LWOP. Employee should record time worked as "regular" hours and for the remainder of their shift and use vacation, comp time, exchange time, personal leave or LWOP.
Employee is on previously authorized sick leave or vacation. Use previously authorized leave for entire shift. Use previously authorized leave for entire shift. Use previously authorized leave for entire shift.