Policies & Procedures

PURPOSE

This policy concerns the operation of Longwood (classes, academic services, and administrative operations) at its academic campus in Farmville, Virginia, as well as other off-campus locations in the affected geographic areas.

POLICY

The Vice President for Administration and Finance (VPAF) and Vice President for Student Affairs (VPSA) are designated as the joint authority to close the University for reasons of inclement weather or emergencies. The authority will be exercised in consultation with the Vice President for Academic Affairs (Provost), and the Chief of Staff. The VPSA will communicate the decision to the Public Information Officer (PIO), who is responsible for implementing the closing notification process. In the VPAF and VPSA's absence, the responsibility for this function shall pass to the Provost.

PROCEDURE

Designated Employees: When the University is closed due to inclement weather, or emergency, only designated employees will be required to work (See Policy 5220 Inclement Weather / Campus Emergency Closing). Designated employees will be credited with compensatory leave time for hours worked during such periods in accordance with Department of Human Resource Management's Policy No. 1.35, Emergency Closings. Designated employees at Longwood include employees in the Public Safety Office, Dining Services, Facilities Management, and other such employees as are needed to cope with conditions caused by the inclement weather and/or emergencies. Other persons may be designated as essential in view of circumstances at the particular time. Department directors are responsible for notifying employees under their supervision of their "designated employee" status.

Closings during Non-working Hours: Should the decision be made to close the University or postpone the normal opening during non-working hours, the Chief of Police or designee will inform the VPSA as early as possible of conditions which may require the cancellation of classes or closing of the University. Any decision to close the University should be made by 0600 (6:00 a.m.) or as early as possible.

Communication: Responsibility for disseminating closing information shall be shared as follows: 

• VPSA/VPAF: The VPSA and VPAF will inform the President, Provost, and all other vice presidents of the decision. The VPSA will provide closure or postponement information to the PIO for dissemination.
• PIO: The PIO will immediately use appropriate communication channels to notify the University community, including students, faculty, and staff, and news media of the University closing or postponement.

Multiple Day Closures: If the duration of the closing of the institution is more than two (2) days, it may become necessary to extend the school year to compensate for the canceled classes. The President or his/her appointed authority shall determine the necessity for such extension.

Revised and approved by the Board of Visitors, September 13, 2019