Human Resources Manual
If it becomes necessary for the university to close OSU campuses and facilities or curtail on-site operations due to inclement weather or hazardous conditions, information regarding changes in university operations will be communicated using the following methods:
Notice of a Corvallis campus closure will be posted on the university’s Campus Alert website. Announcements of closures or operation curtailments also will be posted on the OSU Home Page, with a headline linking to the Campus Alert website.
Notice of an OSU-Cascades campus closure or curtailment will be noted in an alert bar on the OSU-Cascades Home Page and Emergency Status webpage.
Notice of a Hatfield Marine Science Center closure or curtailment of operations will be noted on the HMSC website by 6:30 a.m.
Notice of closures or curtailment of operations at the OSU Portland Center will be sent to employees by email.
The university will make every effort to announce closure and curtailment decisions as soon as possible. The information will be distributed or posted by 6:30 a.m. the day of a closure.
When possible, information will be posted online via the FlashAlert Newswire. For closure information related to OSU, visit the FlashAlert’s main webpage, click on the menu then view local news; select the region of the state where you work followed by “Colleges and Universities – Willamette Valley.” Choose Oregon State University to see any current information or new announcements.
Information related to weather alerts, closures and campus emergencies on the Corvallis campus are available by calling the OSU Department of Public Safety. A recorded phone message will report the operating status of the Corvallis campus and information related to the emergency or closure situation. You may access this information 24/7 by dialing 541-737-8000. OSU-Cascades’ phone line will include recorded information updating closure or curtailment details. That number is 541-322-3100.
The university also will provide information on closures and operations to local media, including:
| Albany | Corvallis | Eugene |
| KRKT - 990 AM/99.9 |
KBVR - 88.7 FM KFLY - 101.5 FM KLOO - 1340 AM/106.3 FM |
KPNW - 1120 AM KUGN - 590 AM KEZI TV Channel 9 KLCC - 89.7 FM KMTR TV Channel 16 KVAL TV Channel 13 |
| Lebanon | Salem | Portland |
| KGAL - 1580 AM |
KBZY - 1490 AM KYKN - 1430 AM |
KEX - 1190 AM KOPB - 91.5 KXL - 750 AM/101.1 FM KATU TV Channel 2 KGW TV Channel 8 KOIN TV Channel 6 |
| Bend | Newport | |
|
COTV - Channel 11 KOHD TV - Channel 9 KTVZ - Channel 12 KOPB/KOAB - 91.3 KBND-AM/FM 1110/100.1 KBNW-AM 1340/104.5 |
KNTP – 1310 AM BOSS FM – 100.7 |
Unless otherwise communicated, employees are to assume that the university is open and that they are to report to work, whether on-site or in their supervisor approved, designated remote work status. The university encourages that employees use discretion in choosing how and when to safely travel to work as localized road conditions may be variable.
If an OSU campus is closed or its operations curtailed, supervisors will confirm with affected employees, who are currently assigned to on-site work, if the employee is able to perform their work duties remotely. Employees who are already working remotely may continue to do so as normal.
Employees who are designated in their position description as essential personnel are required to work on-site, at their regularly scheduled time during a closure or curtail, unless otherwise specified by their supervisor. Employees may temporarily be designated as essential personnel by their supervisor due to an urgent or critical need.
As a reminder, only the university president or their designee may close the university. Departments may not cease operations and send employees home due to inclement weather or hazardous conditions unless the president has closed the university. Off-campus facilities should contact the Office of the Vice President for Finance and Administration to discuss the appropriateness of closing or curtailing operations at their location, if they believe a closure is necessary.
For additional resources, including a quick reference response guide, see the HR Inclement Weather page and for questions regarding time reporting for inclement weather closures, see the university’s time reporting matrix. Any other questions should be directed to Employee and Labor Relations at employee.relations@oregonstate.edu.
| Work Site or Campus Status | Unclassified FLSA Overtime Exempt | Unclassified FLSA Overtime Non-Exempt | Classified FLSA Overtime Exempt | Classified FLSA Overtime Non-Exempt |
|---|---|---|---|---|
| Full Work Day or Work Shift Closure |
Employees are on a professional work week and are not required to use accrued vacation leave to cover the absence of a full day or more. Absence of a full work week: Salary will be docked if the leave balance is insufficient to cover the absence of a full work week. |
Employees are required to use accrued vacation leave or compensatory time for all hours of missed work. *
(* Subject to the President’s, or his/her designee’s, review due to unforeseen or unique circumstances.) If the employee’s leave balance is insufficient to cover absence, the employee will be placed on leave without pay for hours not covered by accrued leave. |
Employees are required to use accrued closure leave, vacation leave, exchange time, or personal leave for all hours of missed work if closure occurs before the employee reports to work and begins his/her shift.* Employees may, however, opt to use leave without pay (LWOP) rather than accrued leave time.* If the employee’s leave balance is insufficient to cover the absence, salary may not be docked for absences of less than one work week.* Salary will be docked for absence of a full work week.* |
Employees are required to use accrued closure leave, vacation leave, compensatory time, personal leave, or leave without pay (LWOP) for all hours of missed work if closure occurs before the employee reports to work and begins his/her shift.* |
| *In the event of a full campus closure of facilities due to inclement weather or hazardous conditions, the University President or designee, may declare such a closure as a paid day. Such a declaration may be made within seventy-two (72) hours of the announcement of the closure. Where no declaration is made within that time, or where the declaration is that a form of leave must be used, employees are to use leave as described above. | ||||
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An employee authorized to work at home or off-site is not required to use leave, compensatory time, or leave without pay (LWOP) during the hours/day of closure.
For Non-Teaching Unclassified Staff, a Remote Work Agreement must be on file with University Human Resources prior to working off-site, unless the supervisor has provided expressed permission prior to closure. |
Working from home or off site is not permitted unless there is a Remote Work Agreement on file with University Human Resources prior to working off-site. | |||
| An employee designated “Essential” and required to report to work during a closure will be paid at his/her regular pay rate during the hours/days of closure. |
An employee designated “Essential” and required to report to work during a closure will be paid at 1.5 times his/her regular pay rate (penalty pay) during the hours/days of closure. A “Non-Essential” employee who reports to work and begins his/her work shift before a closure is announced is not required to use accrued leave and will be paid for the duration of their shift, whether or not the employee works the remainder of their shift. A “Non-Essential” employee who reports to work and is allowed to work any portion of their work shift after a closure is announced will be paid at regular rate during the hour/days of closure. |
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| Makeup time or use of sick leave is not permitted. Sick leave may be used only for pre-approved medical appointments/absences scheduled prior to closure. | Makeup time or use of sick leave is not permitted. Sick leave may be used only for pre-approved medical appointments/absences scheduled prior to closure. | |||
| Delayed Opening | Employees are not required to use vacation leave for hours of missed work due to a delayed opening. |
Employees are required to use accrued vacation leave or compensatory time for all hours of missed work.
If the employee’s leave balance is insufficient to cover the absence, the employee will be placed on leave without pay (LWOP) for hours not covered by accrued leave. |
Employees are required to use accrued closure leave, vacation leave, exchange time, or personal leave, or may elect to use leave without pay (LWOP) for all hours of missed.
If the employee’s leave balance is insufficient to cover the absence due to closure, the employee’s salary will not be docked. |
Employees are required to use accrued closure leave, vacation leave, compensatory time, personal leave, or leave without pay (LWOP) for all hours of missed work due to delayed opening that occurred before the employee reported to work and began his/her work shift. |
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An employee authorized to work at home or off-site is not required to use leave, compensatory time, or LWOP during the hours/day of closure.
For Non-Teaching Unclassified Staff, a Remote Work Agreement must be on file with University Human Resources prior to working off-site, unless the supervisor has provided expressed permission prior to closure. |
Working from home or off site is not permitted unless there is a Remote Work Agreementon file with University Human Resources prior to working off-site. | |||
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Makeup time or use of sick leave is not permitted. Sick leave may be used only for pre-approved medical appointments/absences scheduled prior to closure. |
Makeup time or use of sick leave is not permitted. Sick leave may be used only for pre-approved medical appointments/absences scheduled prior to closure. |
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| Closure After Beginning of Work Day or Work Shift | If a closure occurs after the employee reports to work, the employee is paid for the remainder of the scheduled work day; use of leave is not required. | If a closure occurs after the employee reports to work, the employee is paid for the remainder of his/her shift; use of leave or leave without pay (LWOP) is not required. | ||
| If the employee leaves work prior to a closure, the employee is required to use accrued leave for the time between when he/she left work and the time the closure went into effect. | If the employee leaves work prior to a closure, the employee is required to use accrued leave for the time between when he/she left work and the time the closure went into effect. | |||
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An employee authorized to work at home or off-site is not required to use leave, compensatory time, or LWOP during the hours/day of closure. For Non-Teaching Unclassified Staff, a Remote Work Agreement must be on file with University Human Resources prior to working off-site, unless the supervisor has provided expressed permission prior to closure. |
Working from home or off site is not permitted unless there is a Remote Work Agreementon file with University Human Resources prior to working off-site. | |||
| An employee designated “Essential” and required to remain at work after a closure goes into effect will be paid at his/her regular pay rate for the remainder of his/her work shift. |
An employee designated “Essential” and required to remain at work after a closure goes into effect will be paid at 1.5 times his/her regular rate or pay (penalty pay) for the remainder of his/her shift. |
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Makeup time or use of sick leave is not permitted. Sick leave may be used only for pre-approved medical appointments scheduled prior to closure. |
Makeup time or use of sick leave is not permitted. Sick leave may be used only for pre-approved medical appointments scheduled prior to closure. |
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| University Not Closed |
Employees who do not report to work at all or report to work 4 hours or more after the start of their work day are required to use accrued vacation leave for all hours of absence. If the employee’s leave balance is insufficient to cover absence, salary is not docked for hours of unpaid leave if the absence is less than one work week. |
Employees are required to use accrued vacation leave or compensatory time for all hours of absence.
If the employee’s leave balance is inadequate to cover absence, the employee is placed on leave without pay. |
Employees are required to use accrued vacation leave, exchange time, or personal leave, or may elect to use leave without pay (LWOP) for all hours of absence.
If the employee’s leave balance is insufficient to cover absence, salary is not docked for hours of unpaid leave if the absence is less than one work week. |
Employees are required to use accrued vacation leave, compensatory time, personal leave, or leave without pay (LWOP) for all hours of absence. |
| Notes |
An employee authorized to work at home or off-site is not required to use leave, compensatory time, or LWOP during the hours/day of closure.
For Non-Teaching Unclassified Staff, a Remote Work Agreementmust be on file with University Human Resources prior to working off-site, unless the supervisor has provided expressed permission prior to closure. |
Working from home or off site is not permitted unless there is a Remote Work Agreement on file with University Human Resources prior to working off-site. | ||
| If employee reports to work within two hours of their start time, makeup time may be scheduled within 60 days of missed time, provided makeup does not require payment of overtime (compensatory time/exchange time for exempt status). | ||||
| Makeup time is not permitted. | Makeup time is not permitted. | |||
This matrix applies to regular, irregular, and flexible work schedules.
Employees on an approved leave (FMLA/OFLA or Vacation) or on a reduced work schedule should contact their supervisor or University Human Resources for assistance.
