Chapter 9: Inclement Weather Policy
9.1 Purpose
This policy outlines inclement weather response procedures to protect students, faculty, staff and visitors to the campus in the event of inclement weather in the El Paso region.
9.2 Policy Statement and Applicability
The policy sets clear expectations and guidance for what to do during inclement weather ensuring campus safety and the smooth operation of The University of Texas at El Paso (University).
9.3 Inclement Weather Conditions
9.3.1 Any decision to close or delay the opening of the University during severe weather will be made after several factors are considered, including current and forecasted weather conditions, street conditions, and any decision made by the major local public school districts to cancel or delay the opening of classes. Information concerning weather, road conditions, and the status of the University campus’ physical facilities will be gathered by the Chief of Police and transmitted to the President.
9.3.2 The President shall make the decision to close the University or delay the start of classes due to inclement weather. In the absence of the President, the decision will be made by the Executive Vice President and Chief of Staff. In-person classes may be temporarily converted to online classes during inclement weather conditions.
9.4 Notification
9.4.1 If a decision is made by the President to close the University or delay the start of classes, the President’s Cabinet will be notified immediately by the Executive Vice President and Chief of Staff. The Vice Presidents are responsible for notifying key supervisory personnel in their respective divisions.
9.4.2 The Vice President for Marketing and Communications, or designee, will notify local news media. Efforts will be made to notify area television and radio stations no later than 6:00 a.m., if the University is to be closed for all or part of the day. An associated notification will be made to the University by means of the Miner Alert text messaging system.
9.4.3 Inquiries regarding closure of the University during periods of extreme weather should be directed to the University Police Department or Division of Marketing and Communications.
9.5 Closing of the University
9.5.1 A decision to close the University will result in suspension of all classes and closure of most offices. During such times, students, faculty, and staff, will not be expected to perform their normal work assignments. The following offices, however, will remain open to provide essential services:
- University Police
- Telecommunications Infrastructure
- U.S. Post Office at the Union Building
- Student Housing
- Other essential services as determined by each Vice President
9.5.2 Employees who are required to work when the University is closed because of inclement weather will, if eligible, earn equivalent compensatory time for the hours they work.
9.6 Absence During Inclement Weather
9.6.1 During periods of inclement weather, members of the faculty or staff who cannot travel safely are expected to notify their Department Chair or supervisor by phone or email unless there has been an official announcement that the University has been closed. When the University is open, all faculty and staff members are expected to make a reasonable effort to meet their assigned responsibilities.
9.6.2 Hours of work missed by staff members, while the University is open, must be charged to vacation leave, previously earned compensatory time, or leave without pay if no vacation leave or compensatory time is available. Minor periods of tardiness will be excused. However, lengthy periods of tardiness should be charged to previously earned compensatory time or charged to annual paid leave or leave without pay, as appropriate.
9.6.3 Absences by faculty members will be handled in accordance with current academic policies.
9.7 Definitions
Inclement Weather: Any severe or harsh weather condition that makes it unsafe or impractical to travel, commute, or work outdoors.
