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PRINT DISCLAIMER: Official version of this document is accessible in the online policy library at https://policyoffice.ku.edu/. Printed copies may not reflect the most recent updates.
DOCUMENT TYPE:
Policy
PURPOSE:
To establish authority for implementing temporary closures or reductions of campus services, hours, or activities.
APPLIES TO:
All campus units.
CAMPUS:
Edwards, Lawrence, Leavenworth, Juniper Gardens, Parsons, Pittsburg, Salina, Topeka, Wichita, Yoder
POLICY STATEMENT:
The Chancellor, the Provost and Executive Vice Chancellor, or an identified designee (hereafter the "Designee") may temporarily close or reduce services (including hours, activities, and events) on the Lawrence campus and its reporting units because of inclement weather conditions, emergency or hazardous conditions related to health and/or safety, or in periods of reduced activity (e.g., summer period, breaks when classes are not in session). Such decisions might differ for campus locations or units based upon the identified circumstances.
In periods of reduced activity the Designee must coordinate with Human Resources (HR) prior to implementing a proposed temporary closure or reduction in operating hours/services. Temporary closures or reduced operating hours/services may be annualized (e.g., closed every spring break); however, except in emergency situations, units should not temporarily close or reduce operating hours/services without proper approval and coordination with HR.
Multiple communication strategies should be used to announce all planned and approved temporary closures or reductions in operating hours/services (e.g., posted signage, automatic email replies, website information, text alerts, and recorded phone messages).
During periods of temporary closures or reduction in operating hours/services, employees will be informed what leave options (e.g., administrative leave, leave without pay) will be available based upon the circumstances initiating the closure or reduction.
In most circumstances, when a unit has been authorized to close temporarily or reduce operating hours/services, employees of that unit may utilize the following options:
- Voluntary agree to use accrued vacation, compensatory, or discretionary day leave (if available);
- Request use of Voluntary Leave Without Pay with Benefits (if applicable); or
- Request use of leave without pay.
EXCLUSIONS OR SPECIAL CIRCUMSTANCES:
When a mechanical failure results in building temperatures greater than 85 degrees or lower than 65 degrees, a chairperson or unit director should notify their hierarchy of the situation and seek approval of a temporary closure or identification of an alternate work location assignment. All building system failures are to be recorded and submitted as a service ticket to the KU Operations team for immediate response.
Multiple communication strategies should be used to announce the temporary closure, work location change, and/or change in the hours of availability (e.g., posted signage, automatic email replies, website information, text alerts, and recorded phone messages).
CONTACT:
Human Resources
103 Carruth-O’Leary Hall
1246 W. Campus Road
Lawrence, KS 66045
785-864-4946
hrdept@ku.edu
APPROVED BY:
Provost and Executive Vice Chancellor
APPROVED ON:
2006-08-24
EFFECTIVE ON:
2006-08-24
REVIEW CYCLE:
Annual (As Needed)
RELATED STATUTES, REGULATIONS, AND/OR POLICIES:
Discretionary Holiday
Vacation Leave
Voluntary Leave Without Pay with Benefits
Winter Weather Policy and Procedures
Winter Recess Website
RELATED OTHER:
Campus Operation Service Ticket
CHANGE HISTORY:
03/26/2025: Migration to TeamDynamix from Drupal.
09/20/2024: Updated Human Resource Management (HRM) to Human Resources (HR).
08/10/2020: Revised through an expedited process in order to provide guidance given concerns related to COVID-19; updated to clarify authorization of temporary closures and reductions in campus operating hours/services.
01/04/2018: Included link to Winter Recess Website under related policies.
02/10/2017: Updated wording for clarification in third bullet point in policy statement.
11/03/2015: Updated name from HR to HRM; updated leave reporting guidelines.
01/21/2015: Policy formatting cleanup (e.g., bolding, spacing).