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: 12/3/2019

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

 

Announcement: 

Per the new SEIU contract, effective July 1, 2019, all SEIU employees have a bucket of leave to be used in the event of a university announced closure.  The leave is to be used similar to holiday pay.  When PSU has a closure SEIU employees should use “leave taken weather” LTW in place of the regular hours they were scheduled to work.   Essential services employees will enter all hours worked as overtime, in addition to the leave taken weather (LTW) hours which will result in them being paid double time and a half for all hours worked during the weather event.  

Supervisors should consider that all SEIU employees are being paid for the first 48 hours of inclement weather events and plan in advance if employees are considered “essential”.

FAQs:

Supervisors should consider that all SEIU employees are being paid for the first 48 hours of inclement weather events and plan in advance if employees are considered “essential”.

  • What if I work more or less than an 8-hour shift? 
    • Please enter the hours that were in your scheduled shift.
  • Why does my coworker have more hours left than I do? 
    • The bank is based on use and each employee’s start date.  
      • Example 1: Existing employee & new hire: If PSU has 4 days of inclement weather closures (LTW) in fiscal year 2020, an existing employee who worked 8 hour shifts for each of those closure days would go into fiscal year 2021 with 16 hours remaining in their bank. In contrast, a new SEIU-represented employee who starts in July, 2020 would have an inclement weather bank of 24 hours (2 hours * 12 months remaining in the contract from their date of hire).
      • Example 2: Employees with different shift lengths: If PSU has 4 days of inclement weather closures (LTW) in fiscal year 2020, an employee who works 10 hour shifts would have used 40 hours of their inclement weather bank and would have 8 hours remaining for the rest of the CBA. In contrast, an employee who works 8 hours per shift would have used 32 hours and would have 16 hours left in their inclement weather bank.
      • Example 3Employee with shifts not covered by closure events: An employee who works mostly on the weekends but no closure events  impacted the weekend schedule. In this case, the employee who is scheduled on weekend shifts will have more available bank hours than an employee who was scheduled to work during the work week closures.
  • What if there is a weather event on the weekend?
    • The key to look for is “scheduled hours”. Because the university has events going 7 days a week, a closure should be announced, even on a weekend. If you are scheduled to work on that day, you can use the leave taken weather (LTW)  and will receive overtime pay for all hours worked.
  • What if I am scheduled to work from home due to COVID-19?
    • The key is “scheduled”, if you were already scheduled to work from home, you should work from home, you will be paid at straight time. 
    • OR  If you are “scheduled” to work from home, please check with your supervisor. All SEIU employees who work while the university is closed will receive leave taken weather pay and overtime for working. 
  • What if I’ve scheduled sick or vacation time during a weather event.
    • Use the hours you were scheduled for as indicated in the chart below. If you were scheduled for leave hours, use your leave. If you were scheduled for regular hours, use leave taken weather (LTW).
  • Will use of LTW Inclement Weather/Hazardous Condition time cause me to be ineligible for Work Share?
    • You will still be eligible for the Work Share program even if you use inclement weather/hazardous condition LTW time. However, you are still required to use Furlough Time (LW7) for this week.

Inclement Weather-Full day closure following a timely closure announcement


The University makes every effort to announce closures and delays by approx 6:30am. Notifications of closure or delay are 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 58 of 2019 CBA)

If the University closes, do not come to work. If a University closure is announced before the start of your normal work shift, please refer to Article 58 of the 2019 SEIU Collective Bargaining Agreement. Employees shall be granted forty-eight (48) hours of paid time (LTW) to use in the event an entire campus receives a delayed opening or is closed due to inclement weather or hazardous conditions. If PSU announces a closure or curtailment of work after you have started your work shift, you will be paid for the remainder of your work shift.

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, 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 58 of 2019 CBA)

If PSU announces a closure or curtailment of work after you have started your work shift, you will be paid for the remainder of your work shift.

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, 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 


The University makes every effort to announce closures and delays by approx 6:30am. Notifications of closure or delay are 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 58 of 2019 CBA)

If the University closes, do not come to work. If a University closure is announced before the start of your normal work shift, please refer to Article 58 of the 2019 SEIU Collective Bargaining Agreement. Employees shall be granted forty-eight (48) hours of paid time to use in the event an entire campus receives a delayed opening or is closed due to inclement weather or hazardous conditions. 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, 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

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 58)
Employee does not report to work. 12 month employees (except those on H-1B Visas) are required to use sick, vacation leave. 9 month employees record no leave use as per wage and hour law. Required to use sick, vacation, comp time or LWOP for all hours of missed work. Required to use paid closure time (LTW), sick leave, 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 sick, vacation, comp time or LWOP for all hours of missed work. Only after closure time (LTW) has been exhausted. If working while applying closure time (LTW) see essential services section below. 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 sick, vacation, comp time or LWOP for entire shift for all hours of missed work.

Required to use paid closure time (LTW), sick leave, vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work.

Essential Service Personnel (Employees required to 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, vacation, comp time or LWOP for balance of regular work shift.

Employee should record time worked as "overtime" hours. In addition, closure time (LTW) should be applied to the entire scheduled shift. If shift not completed and closure time is exhausted employee must use sick leave, vacation, comp time, exchange time, personal leave or LWOP.

 

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, vacation, comp time or LWOP.

Members should not work without supervisor approval and closure time (LTW) should be recorded for the entirety for portion of shift which coincides with the closure.

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 36)
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.
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 36)
Employee does not report to work. Required to use sick or vacation. Required to use sick, vacation, comp time or LWOP for all hours of missed work. Required to use sick, 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, vacation, comp time or LWOP for all hours of missed work. Record time worked as "regular" hours with supervisor approval. Use sick, 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, vacation, comp time or LWOP for entire shift for all hours of missed work. Required to use sick, vacation, comp time, exchange time, personal leave or LWOP for all hours of missed work. There is no pay for reporting to work.
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, vacation, comp time or LWOP. Employee should record time worked as "regular" hours and for the remainder of their shift and use sick, 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.