Date Adopted:  01/01/87                                               

Last Revision:   05/24/18                                                                       

References:      BOR Policy 708.1.1; M.C.A. Title 10, Chapter 3 parts 1-4; M.C.A. 2-18-627

POLICY

In the event of an emergency caused by severe weather conditions or a natural or unnatural disaster, the President may close the University of Montana, through communication and approval of the Commissioner of Higher Education, to protect the health and safety of the students and employees.  The President will determine the hours defined as the emergency closure and when the University will be reopened. 

PROCEDURE

The service hours which are curtailed or suspended due to an emergency or disaster will be designated by the President through communication and approval of the Commissioner of Higher Education. The President or designee will determine essential services and will notify administrators of those departments.  The supervisor(s) will be responsible for communicating to their employees if they are deemed essential employees and must remain or come to the University and work their scheduled shift and for certifying hours worked by their employees. The hours that are defined as the time of the emergency closure will be determined by the President or his designee.  Only those hours will be utilized to determine hazard pay.

COMPENSATION DURING A CLOSURE

Compensation for employees during those hours when the University has been closed for emergency or disaster will be calculated according to the following guidelines:

Hazard Pay is defined as the full payment of scheduled work hours at the individual's regular hourly rate of pay even though the employee performed no work for the University during the closure.

1. Temporary and permanent employees excused due to the closure will receive Hazard pay for the number of hours scheduled to work or normally scheduled to work.  Hazard pay is paid at the regular rate of pay, straight time, for all hours scheduled or normally scheduled to work during the closure.  Hazard pay hours are not calculated into the workweek hours for overtime calculations.  Hazard pay hours are not capped at 8 hours but based on what the employee was scheduled to work.
2. Hourly employees deemed essential that worked during the closure and remained or worked on campus at their job site will receive Hazard pay for all hours worked at the regular rate of pay, straight time plus, their regular rate of pay for all hours worked.  Hazard pay hours are not calculated into the workweek hours for overtime calculations.  Hazard pay hours are not capped at 8 hours but based on what the employee was scheduled to work or actually worked.
3. Hourly employees who worked during the closure on campus at their job site, while in an overtime status, get paid their overtime rate plus the hazard pay, as noted above, at straight time.  Again, Hazard pay is not calculated into the workweek hours for overtime calculations.
4. Exempt employees, those not entitled to overtime, who are required to work during the closure receive their regular rate of pay.  These employees will be granted compensatory time for hours worked in excess of 40 hours in a work week. This does not apply to any employee who is a contract professional. 
5. Employees who were on either sick leave or annual leave at the time of the emergency closure do not record the absence as sick or annual leave. 
6. Employees who worked remotely, including those on a telecommuting assignment, during the closure will be paid for all hours worked at their regular rate of pay and will not receive additional Hazard pay.
7. Student employees receive their regular rate of pay only for hours actually worked.
8. Employees who are not deemed essential and voluntarily report for work and perform their regular duties during the closure will be paid their normal salary.

VOLUNTEER SERVICES DURING A DISASTER OR EMERGENCY

1. During a disaster or emergency, employees may wish to volunteer their time towards the recovery effort. Employees must receive management approval prior to commencing volunteer activities.
2. Employees who wish to provide volunteer service during a disaster or emergency and who are not certified American Red Cross disaster volunteers (see below) may request to take annual vacation leave, accrued compensatory time, or leave of absence without pay. Employees may only use sick leave for reasons qualifying under the Sick Leave Policy. An employee must provide written verification of participation in the emergency recovery upon return to work.
3. Under the provisions of 2-18-627, MCA, employees who are certified American Red Cross disaster volunteers may request up to 15 days (or a total of 120 hours for full-time employees) of paid time off annually. The paid time off shall not be deducted from the employees’ accrued leave if they are called upon by the American Red Cross to provide specialized disaster relief services. This leave may not be “saved” or carried over from year to year.
4. Employees must include verification of the request for services from the American Red Cross when requesting leave.
5. Employees on approved leave as certified American Red Cross disaster volunteers shall be paid their regular rate for regularly scheduled hours without loss of longevity, pay, accrued leave, or compensatory time (2-18- 627, MCA). Employees on approved leave are not eligible for overtime regardless of the number of hours volunteered. The University is not liable for employee expenses associated with the volunteer effort.
6. Training time required to become a certified disaster worker through the American Red Cross is not covered leave under this policy.

A Certified American Red Cross disaster volunteer is a member of the Red Cross Disaster Services Human Resources System (DSHRS) who has completed the American Red Cross specialized training program for disaster volunteers and is certified by the American Red Cross as a disaster service technician, specialist, coordinator, or officer.