5.8 Emergency Closing or Early Release

5.8 Emergency Closing or Early Release

From time to time the Institute or a part of it may suspend operations or release employees because of an emergency such as power failure, hazardous weather conditions, or severe transportation difficulties. Listed below are general guidelines regarding emergency closings or early releases. Specific details will be issued by the Human Resources Department if necessary at the time of such closings or releases.

In the case of a pandemic or other wide-spread health emergency, special Guidelines on leave, pay and other related policies apply.

5.8.1 Authorization to Close the Institute

Authority to close the Institute or release employees from work rests with the officers of the Institute.

If a decision to close is made before the start of work in the morning, it is announced on MIT’s home page and on the MIT Alert system. A message stating the conditions of closing is also placed on the Institute's emergency line (617-253-SNOW or 617-253-7669) immediately upon the decision to close. In addition, a closing is announced over radio station WBZ at AM 1030 and TV Channel 4, as well as TV Channels 7 and 56.

If the decision to close is made after the start of work, each department headquarters office is notified by Human Resources by email. Confirmation of the closing is also placed on the MIT home page and on the emergency telephone line at 617-253-SNOW (617-253-7669).

A suspension of classes and academic activities does not automatically extend to the work of employees. Conversely, a closing for employees does not affect students unless the announcement so states.

To avoid confusion, separate public announcements are made for MIT and Lincoln Laboratory.

In the absence of an announcement, it should be assumed that the Institute is open, and employees should not be released with pay. At the discretion of the department head or project supervisor, employees who so request may be released without pay, or with their time charged to personal leave or vacation.

5.8.2 Essential Employees

Certain essential services are required to be maintained in any closing. The employees involved in these essential services are excused from work only with the specific authorization of their supervisors, regardless of radio or other announcements. The supervisor should make clear beforehand who are essential employees in emergencies, what their obligations are, and establish procedures to let them know whether they will be needed to work. Failure to report to work during emergencies by employees required for essential services may be cause for disciplinary action.

5.8.3 Variations in Emergency Situations

Emergencies may vary in their effect upon employees and operations on different shifts and at different locations. For example, the Institute may close on one shift and not another or at one location and not another. In certain circumstances the Institute may not close but may release employees on one shift early because of transportation or other problems primarily affecting only that shift. Each situation is studied and a decision made on the basis of the specific conditions existing at the time at the particular location.

5.8.4 Payment During Emergency Closing or Early Release

Since the nature and effect of the emergency may vary, the pay policy to be followed may also vary. Usually, pay policies cannot be announced until the following day because of the need to assess the effect of the emergency upon all three shifts. Supervisors should not make any commitment to employees about closing pay until after the pay policy has been announced.

An emergency closing is not in the nature of a holiday. Holiday pay policies do not apply, and all employees do not necessarily receive an equal amount of time off or additional pay.

While the Institute strives to be fair and reasonable in payment for closings, there is no legal obligation to reimburse employees when work is not available because of emergency conditions. The Institute reserves the right, therefore, to determine whether to close, whether employees will be paid, and, if so, on what basis.

Only employees regularly scheduled to work on a day of closing are eligible for closing pay. Employees instructed to report for work who do not report are not eligible for payment. Where there is special justification, an exception may be made with the approval of the appropriate Human Resources Officer.

5.8.5 Computation of Pay for Time Worked During an Emergency Closing or Early Release

The hours of an emergency closing or early release are paid at straight time, plus any applicable shift differential.

Hours worked to maintain essential Institute services during a closing or early release are paid in the normal way as time worked. See Section 5.4, Overtime Pay for Support Staff for more details.

Any employee who does not work during an emergency closing or early release receives pay for the hours of the closing or release, if eligible under the terms of this policy. Hours not worked during an emergency closing or early release are counted toward the calculation of premium hours for the workweek, but not paid as premium hours.

5.8.6 Employees on Leave During an Emergency Closing or Early Release

An employee absent for any reason, including sick leave or other authorized leave, with or without pay, receives no time off or pay for an emergency closing or early release.

5.8.7 Reporting for Work During an Emergency Closing or Early Release

An employee who reports for work during an official closing and is not required or not authorized to work receives only closing pay. Special situations should be discussed with the appropriate Human Resources Officer.

5.8.8 Lateness

A separate policy covers the situation in which the Institute does not close but employees are late because of transportation difficulties or severe weather conditions. (See Section 5.7, Lateness.)

5.8.9 Employees at Distant Locations

Ordinarily, a release or closing on account of weather in the Cambridge-Lexington area does not affect employees at more distant locations. A supervisor of employees at such a site is expected to recommend action to fit local conditions, and to obtain approval for such action through the Vice President for Human Resources.

5.8.10 Payment of Employees on Fixed or Variable Schedules During an Emergency Closing or Early Release

Employees regularly scheduled to work a fixed number of hours on a day of a closing or release will be paid on the announced basis for the regularly scheduled hours lost.

Employees who work a variable schedule who are at work and are affected by an early release will be paid until the end of the normal workday of the work unit.

In no case may an employee on a variable schedule receive payment for emergency closing or early release if such hours when included exceed the number of normally scheduled hours for the week.