Inclement Weather and Emergencies

As a residential institution, the University is committed to a year-round operating schedule. It is the intent of the University to remain open and adhere to full operations, including normal class schedules, insofar as it is possible.

The University does not advise anyone to take unwarranted risks when traveling to work in the event of inclement weather or other emergencies. Commuting students, faculty, and non-essential staff should exercise their best judgment with regard to road conditions and other safety concerns. If the University is open and an employee determines that it is unsafe to proceed to work, then the employee must notify their supervisor immediately.

University Remains Open

It is anticipated that the need to excuse any employee from work will be rare and that snowfall, other inclement weather, or emergencies will not be cause for an employee's absence. If the University remains open and an employee calls in prior to the start of their shift (based on departmental guidelines for advance notice), then pay for the time taken will come from the employee's accrued vacation leave, personal day, or bonus vacation (subject to approval by Human Resources). If no paid time is available then the absence will be leave without pay. An employee may not use sick leave pay in substitution for time missed due to snow or other inclement weather.

University Closes

Only under exceptional circumstances when the University officially closes will the University declare that employees are excused from work for all or a portion of the day with pay. The most reliable and extensive source regarding official closings and class schedules during inclement weather situations will be available on the University's hotline at (804) 289-8760 and on the University Emergency Alert web page.

Local television and radio stations will provide brief messages regarding which areas of the University may be opened or closed.

The University will contact the following stations:

TV Stations

  • WRIC - (ABC)
  • WTVR - (CBS)
  • WWBT - (NBC)

Radio Stations

  • WCVE - FM 88.9
  • WRVA - AM 1140
  • WRVQ - FM 94.5

Should the weather become too severe for the University to remain open or if the University feels that road conditions are too hazardous for travel, a closing announcement will be made on the University’s hotline, Emergency Alert webpage, and these stations. 

If the University is officially closed, or has a delayed opening or early closing, those staff members who have scheduled and have supervisory approval for vacation, holiday, or sick time for the inclement weather event will be allowed to change their supervisory approved vacation, holiday, or sick time to coincide with the rest of the campus for inclement weather time.

This policy applies only to staff members who are scheduled to work during the inclement weather event. Non-scheduled staff members are not entitled to inclement weather pay.

Essential Personnel

If an employee works in an area where they are designated essential personnel, they will be expected to be at work during times of inclement weather and other emergencies. Employees designated as essential personnel should speak with their supervisor so they understand departmental expectations.

When the University is closed, essential personnel who work four hours or more will receive additional pay equivalent to their normal shift hours or to hours actually worked, whichever is greater. Essential personnel who work less than four hours will receive additional pay equivalent to the number of hours actually worked.

Essential personnel are expected to be at work during inclement weather situations, so must have a plan as to how to get to work under adverse conditions.  If there are unforeseen circumstances and essential personnel are not able to report when the University is closed they must call in prior to the start of their shift (based on departmental guidelines for advance notice).  Pay for this time taken will be inclement weather pay. If there is no advance notice, then follow normal departmental pay procedures.

(Last Updated January 21, 2014)