Inclement Weather and Emergency Conditions

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Policy Number:
UW-5055
Old Policy Number:
16.07
Responsible Office:
Office of Human Resources

University Policy

Rationale/​Purpose:

The University of Wisconsin–Madison is committed to the safety and welfare of the university community. Inclement weather, emergency conditions, and facility-specific disruptions can negatively impact students, employees, and the normal operations of the university. This policy explains when the university may cancel classes, close specific facilities, and/or close the campus. It also identifies who has the authority to make these decisions.

Definitions:
Emergency conditions
Situations that threaten students, employees, volunteers, and/or the public; disrupt or shut down operations; or cause physical or environmental damage.
Essential employees
Employees with responsibilities critical to maintaining essential functions and services on campus (e.g., completing the academic semester and supporting students who are engaged in ongoing classes, providing housing and dining services to students who remain in residence halls, life/safety, hazardous research and animal care, Physical Plant). Essential employees often need to report to campus to fulfill essential function duties. Depending on the specific situation and who is needed for the preservation of life and property, essential employees may or may not be called in, but the designation of essential employees should be determined ahead of time.
Exempt Employee
An employee who is not eligible for overtime pay or compensatory time off according to federal and/or state wage laws (e.g., Fair Labor Standards Act).
Inclement weather
Severe weather conditions that place the health and safety of students, employees, volunteers, and/or the public at risk.
Nonexempt Employee
An employee who is eligible for overtime pay or compensatory time off according to federal and/or state wage laws (e.g., Fair Labor Standards Act).
Scope:

This policy applies to all University of Wisconsin–Madison employees and volunteers occupying facilities owned, leased, or affiliated with UW-Madison.

Policy:
  1. Types of cancellations and closures
    1. All classes are cancelled
    2. All classes are cancelled, and the university is closed to the public
    3. All classes are cancelled, and the university is closed to the public and employees
  2. Designation of Authority
    1. During inclement weather or emergency conditions, only the chancellor or authorized designee has the authority to cancel classes, suspend services, or close all or part of the university and/or its facilities to students, employees, and/or the public.
    2. Schools, colleges, and divisions will not close without approval of the chancellor or authorized designee.
    3. For locations outside the City of Madison, deans and directors must receive authorization from the Office of the Chancellor before directing employees not to report to work or sending employees home.
    4. Nothing in this policy shall otherwise affect the authority of the chancellor under Wis. Stat. § 36.115(3) to develop or administer this policy as needed.
  3. Essential employees and services
    1. The chancellor or authorized designee will determine the university functions that will continue operating to maintain infrastructure or provide core services, regardless of inclement weather or emergency conditions.
    2. Some university services and functions must continue to operate, and some essential employees must report to work, regardless of inclement weather or emergency conditions (e.g., University Housing, UW-Madison Police Department, Facilities Planning and Management).
  4. Employee Responsibilities
    1. Employees and supervisors should watch for announcements related to inclement weather or emergency conditions and be in communication about impacts to work.
    2. Employees normally expected to report to work should do so unless directed otherwise.
    3. Each employee is advised to use discretion and caution regarding their health and safety.
      1. An employee who reasonably determines that it is not safe to travel will not be subject to discipline for being absent.
      2. Supervisors are expected to honor reasonable requests of employees to arrive late or to leave early because of inclement weather or emergency conditions.
      3. Employees are expected to notify their supervisor if they cannot report to work or will report late.
    4. If an employee is unable to or directed not to report to work, supervisors should consider other arrangements, if possible (e.g., allowing employees to work remotely, modifying work schedules).
    5. If an employee is unable to report or directed not to report to work and is unable to secure alternative work arrangements, an employee has the following options:
      1. Fair Labor Standards Act (FLSA) nonexempt employees:
        1. Employees must account for all scheduled work time missed according to standard time reporting policy and procedure.
        2. Employees must use available annual leave (vacation, banked leave, personal holiday), leave without pay, or when appropriate, compensatory time to cover the absence.
        3. If an employee’s supervisor determines that the work unit can benefit from the employee’s services at other than regularly scheduled times, the employee will be allowed to make up as much time as is necessary during the rest of the workweek.
      2. FLSA exempt employees:
        1. Employees must account for all scheduled work time missed according to standard time reporting policy and procedure.
        2. Employees must use available annual leave (vacation, banked leave, personal holiday), or leave without pay to cover the absence.
        3. An employee and their supervisor may agree that the employee can account for their absence in another manner consistent with the exempt nature of the employee’s position.
  5. Consequences for Noncompliance

    Noncompliance with this policy may result in discipline up to and including termination.

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:

Department of Atmospheric and Oceanic Sciences (campus weather forecast information)

news.wisc.edu (posting of annual notices)

wisc.edu (latest information on closings/changes to operations)

@uwmadison (latest information on closings/changes to operations)

External References:

Policy Administration

Approval Authority:
Vice Chancellor for Finance and Administration
Policy Manager:
Associate Vice Chancellor/Chief Human Resources Officer
Contact:
Employment Relations Director -- Megan Prost, wr@ohr.wisc.edu, (608) 890-3663
Date Issued:
06-25-2015
Revised Dates:

10-28-2019, 09-13-2022, 10-22-2025, 12-01-2025

Reviewed Dates:

10-22-2025

Retrieved:
12-12-2025 03:53:04