Individual Building Closures

Layout for printing
Policy Number:
UW-5056
Old Policy Number:
16.08
Responsible Office:
Office of Human Resources

University Policy

Rationale/​Purpose:

Due to emergency conditions or unavoidable circumstances such as construction, repairs, or the failure of heating or cooling systems, it may be necessary to close or restrict access to a building temporarily. This policy explains when the university may close buildings and who has the authority to close buildings.

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, including, but not limited to, 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, and 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.
Scope:

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

Policy:

  1. Designation of Authority

    1. When emergency conditions arise, only the chancellor or authorized designee has the authority to cancel classes, suspend services, close all or part of the university and/or its facilities to 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.

  2. Essential Employees and Services

    1. The chancellor or authorized designee will determine the university services and functions that will continue operating to maintain infrastructure or provide core services.
    2. Some university services and functions must continue to operate, and some essential employees must report to work, regardless of conditions that require building closure (e.g., University Housing, UW-Madison Police Department, Facilities Planning and Management).

  3. Employee Responsibilities

    1. Employees normally expected to report to work should continue doing so unless directed otherwise.
    2. If an employee is unable to or directed not to report to work, supervisors should consider other arrangements if possible, such as allowing employees to work remotely and/or modifying work schedules.
    3. 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) non-exempt employees (employee categories who must be paid overtime for hours worked over 40 in a workweek):
        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. If an employee’s supervisor determines that the work unit can benefit from services provided by the employee 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 (employee categories who are salaried and not subject to overtime or compensatory time provisions):
        1. Employees must account for all scheduled work time missed according to standard time reporting policy and procedure.
        2. Employees must use available annual paid time off (vacation, banked leave, personal holiday), unpaid time off, or when appropriate, compensatory time 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.

  4. Consequences for Noncompliance

    Noncompliance with this policy may result in discipline up to and including termination.
Related UW-Madison Policies:

UW-5055 Inclement Weather and Emergency Conditions

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

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 Dzyuba, wr@ohr.wisc.edu, (608) 890-3663
Date Issued:
06-22-2015
Revised Dates:

04-05-2019, 10-22-2025

Reviewed Dates:

10-22-2025

Retrieved:
11-05-2025 21:13:47