REG 04.20.07 - Adverse Weather and Other Emergency Conditions

Authority: Provost; Vice Chancellor for Finance and Administration

History: First Issued: February 17, 2006. Last Revised: February 16, 2016 (with an effective date of January 4, 2016)

Related Policies: 
UNC Adverse Weather and Emergency Event Policy

Contact Info: Director, Public Relations (919-515-7159) and Assoc. Vice Chancellor, Human Resources (919-515-2973)


1.   BACKGROUND

As a research-extensive residential campus, North Carolina State University never really "closes" completely, even during adverse weather or other emergency situations.  A certain level of essential services must be provided, regardless of the circumstances, and the University is committed to maintaining full service levels to the extent possible.  This regulation addresses the University's operations during adverse weather and other emergency conditions.

2.  DECISION-MAKING AUTHORITY

2.1 The University of North Carolina System has delegated authority to campuses to make its own decisions and announcements about the operation of the constituent institutions during adverse weather and other emergency conditions.  Public announcements about closings or late openings applicable to other State agencies, or to other State employees, do not apply to NC State University or its employees.  Unless the University announces reduced or suspended operations, a closing, late opening, or cancellation of classes, all offices and service operations are expected to remain open, and personnel are expected to report to work as outlined in this policy.

2.2 Institutional Delegated Authority.  The Chancellor or Provost will determine and announce all decisions to reduce or suspend operations, close, delay, or cancel activities of the University related to adverse weather or other emergency conditions.

3.  MONITORING CONDITIONS

The Associate Vice Chancellor for Facilities, the Associate Vice Chancellor for Environmental Health & Public Safety, and the Chief of University Police (or their ranking designees on duty) are responsible for monitoring evolving weather or other emergency conditions and the conditions of campus facilities such as streets, parking lots, and utilities; and for timely reporting to the Vice Chancellor for Finance & Administration (VC F&A).  If conditions deteriorate, the VC F&A will consult with the Chancellor and Provost and make recommendations about altering institutional operations.

4.  ANNOUNCEMENTS

4.1 The University will operate normally unless the Chancellor or Provost publicly announces:

Condition 1 – Reduced Operations:  Classes are in session and the University is open but some operations may be reduced. During adverse weather conditions, employees should take reasonable precautions for personal safety. Mandatory employees must report to or remain at work. Non-mandatory employees have the option to report late, leave early or not work at all. Those who do not work must use leave (comp, annual, or bonus) or make up time based on departmental need. Non-mandatory employees may also arrange for alternative work locations if approved to do so.

Condition 2 – Suspended Operations:  Classes are cancelled and the university is open on a very limited basis with only mandatory operations functioning. Mandatory employees must remain at or report to work. Non-mandatory employees must leave or not report to work and must use leave (comp, annual, or bonus) or make up time based on departmental need. Non-mandatory employees may also arrange for alternative work locations if approved to do so. 

Condition 3 – Closure:  Classes are cancelled and the university is closed.  Mandatory employees must remain at or report to work.  Non-mandatory employees do not report and do not use leave to cover the absence. 

4.2   In the absence of any formal adverse weather condition announcement, the institution is considered to be open. 

5.  CLASSES IN SESSION UNDER CONDITION 1 – REDUCED OPERATIONS

5.1 Mandatory Personnel.  Mandatory employees (as defined in sections 6.1.2 or 6.1.3) are required to report and must make arrangements to do so as described in 6.2.

5.2 Non-Mandatory Personnel.  Other employees are encouraged to report to work or remain at work.  However, the University recognizes that factors such as transportation, school closings, and other childcare arrangements are considerations, and non-mandatory personnel are permitted to determine for themselves whether they should report and can do so safely.  Faculty who have scheduled classes – but who are unable to report on a day when classes are being held under adverse weather advisory – should make every effort to notify class participants in advance to the extent possible of class cancellation.

5.3 On a specific event/condition basis, other employees may be required to report to work.  Employees are responsible for ensuring they can be reached via valid contact information.

5.4 Pay and Time Reporting. Under Condition 1, leave-earning SHRA (Subject to Human Resources Act) and EHRA (Exempt from Human Resources Act) non-mandatory employees may use comp time (SHRA employees only), annual leave, or bonus leave for missed work time.  Comp time, if available, must be used first.  With supervisor approval, employees may work from an alternative location.  If no paid leave is available, employees may take leave without pay.  “Alternatively, employees may be permitted to make up the absence within 90 days at a time mutually agreeable to their supervisor based on departmental need.  Time not made up within the 90-day period will be charged against annual or bonus leave if available or adjusted from pay.  Employees who are on approved leave during an adverse weather event will still charge the approved sick, annual, bonus, or comp leave with no provision for make-up time.

5.5 If the Chancellor or Provost announces that classes are being held under adverse weather condition 1, the following rules apply:

5.5.1 Students who miss scheduled activities will be allowed to make up any work missed.

5.5.2 Faculty members should make arrangements to complete all interrupted activities.

6.  SUSPENDED OPERATIONS OR CLOSURE (Condition 2 or 3)

6.1 Presence on Campus.  When the University is under suspended operations or closed, no students, faculty members, or staff members are expected to be on campus except:

6.1.1 Students who reside in campus housing;

6.1.2 Mandatory Employees.  Employees who have been issued advance written notice on a standing basis by the appropriate supervisor/manager requiring that they report to work on their regular schedule – generally because they are in positions designated as “mandatory for the operation of the institution.” Employees must make necessary arrangements to report to work as quickly and safely as possible.  Failure to report when required may result in disciplinary action; and requires the hourse missed to be charged to leave or without pay.

6.1.3 Any other employee who is notified by an appropriate supervisor on a situation-specific basis to report to work in spite of suspended operations or closing.  Employees are responsible for ensuring they can be reached via valid contact information

6.2 Pay and Time Reporting.  

6.2.1 Non-Mandatory Personnel.  Under Condition 2, leave-earning SHRA and EHRA employees whose presence is not required may use comp time (SHRA employees only), annual leave, or bonus leave for missed work time.  Comp time, if available, must be used first.  With supervisor approval, employees may work from an alternative location.  If no paid leave is available, employees may take time off without pay.  Alternatively, employees may be permitted to make up the absence within 90 days at a time mutually agreeable to their supervisor based on departmental need.  Time not made up within the 90-day period will be charged against annual or bonus leave if available or adjusted from pay. Employees who are already out on approved leave during an adverse weather event will still charge the approved sick, annual, bonus, or comp time leave with no provision for make-up time.  Employees will not be docked pay for regularly-scheduled work hours missed when the University is on adverse weather Condition 3, nor will they be required to make up the work time or report missed time as comp, annual, or other leave.

6.2.2 Mandatory Personnel.  SHRA non-exempt (subject to FLSA) employees who are required to work during Condition 2 or 3 will be granted equivalent paid time off for hours worked on an hour-for-hour basis to be used at a future date.  This time should be utilized before using other accrued paid time off (such as annual or bonus leave) as it cannot be paid out and must be used within twelve (12) months or forfeited.  In addition, SHRA employees who are FLSA non-exempt will receive overtime compensation (at time-and-a half), in either comp time or pay, for all hours worked over forty (40) in the affected work week.  SHRA employees who are FLSA exempt are not eligible to receive equivalent paid time off for hours worked.

6.3 Activities Affected by Conditions 2 or 3. For suspended operations or closures, the following rules apply:

6.3.1 Students who miss scheduled activities will be allowed to make up any work missed.

6.3.2 Faculty members should make arrangements to complete all interrupted activities.

6.3.3 Scheduled events will be held only by explicit exception granted by the VC F & A. Decisions about major athletic events or events scheduled in athletic facilities will be made by the Director of Athletics in consultation with the VC F&A.  Decisions to hold other University-sponsored events that would require security, snow removal, or other university services are the responsibility of the sponsoring unit in consultation with the VC F&A.  Athletics and other units that sponsor public events shall have defined processes for making such decisions in a timely and logical fashion on file in their offices and with the VC F&A.

7.  LOCATION OF AFFECTED FACILITIES

7.1 All University-affiliated facilities in Wake County are subject to these procedures, and must remain open with at least skeleton staffing unless there is an official announcement of adverse weather conditions by the Chancellor or Provost.

7.2 County centers of the North Carolina Cooperative Extension Service should follow their county government's guidelines for adverse weather and other emergency conditions.

7.3 Directors of other units located outside Wake County, such as 4-H camps, research stations and laboratories, and other outlying facilities should consult with the Dean or Vice Chancellor of the college or administrative division under which the unit falls to determine their operational status during adverse weather or other emergency condition.  The unit director should also notify local news media as appropriate to communicate the operational status of the unit to its employees and the public.  Each Dean and Vice Chancellor is responsible to maintain an up-to-date list of all outlying units with current contact information, and to share a copy of that list with the Office of the VC F&A.

7.4 Employees who work in alternate locations not affected by the adverse weather or unusual conditions are expected to work their normal schedule.

8.  COMMUNICATIONS

The Office of the VC F&A will maintain an up-to-date list of critical contact offices & individuals.  Once an announcement is made to close, open late, or cancel activities, F&A will use the contact list to immediately facilitate (via the designated responsible campus office):

Announcement on NC State homepage

Information Technology

Announcement on the NC State phone hotline

Communication Technologies

Campus broadcast email

News Services

Notification of local / regional media

News Services

Management of campus safety & security

University Police / EHS      

Management of streets & walkways

Facilities Operations

Management of parking & transit operations

Transportation

Announcements & communication about Athletic events & events in athletic facilities

Athletics

Announcements & communications about evening classes & events in McKimmon facilities

McKimmon Center