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: December 18, 2018.

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)

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1. INTRODUCTION

1.1 As a research-extensive residential campus, North Carolina State University (NC State) never really “closes” completely, even during adverse weather or other emergency event conditions.  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 event conditions.

1.2 Employees Covered

This policy applies to all permanent full-time and part-time employees of the University. It excludes temporary employees of the University and student workers.

1.3 Definitions

1.3.1 Adverse Weather is defined as significant accumulation of snow or ice, high winds, tornados, earthquakes, hurricanes, flooding, and other weather events that can cause a variety of safety risks to employees, students, clients, customers, patients, or the public and impede the ability of individuals to travel to and/or from the campus.  Such events can also result in significant logistical challenges, including loss of utilities, IT, and other critical infrastructure that may impede the effective and efficient functioning of the institution or one or more of its operating units.

1.3.2 Other Emergency Event Condition (other than adverse weather) is defined as a threat, planned or unplanned, to NC State that is relatively unexpected, abrupt and requires a collective reaction as the negative impacts worsen and, if not addressed, will jeopardize the university’s ability to carry out its mission or conduct business.

1.3.3 Condition Descriptions:

  1. Condition 1 – Reduced Operations: Adverse weather and/or other emergency event condition that has significant potential to, or is already, negatively impacting local area commuting, important campus services, or the efficient functioning of campus buildings and grounds.
  2. Condition 2 – Suspended Operations: Adverse weather and/or other emergency event condition that poses safety risks or logistical challenges that are more severe and there is a substantial interest to having a limited number of individuals travel to, or remain at, the University.
  3. Condition 3 – Closure:  Adverse weather and/or other emergency event condition that poses the most severe risk to health and safety or presents the most difficult logistical challenges that will severely impede the efficient and effective functioning of the University.

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 event conditions.  Public announcements about closings or late openings applicable to other State agencies, or to other State employees, do not apply to NC State 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 Executive Vice Chancellor and 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 event conditions.

3. EMPLOYEE DESIGNATIONS FOR ADVERSE WEATHER AND/OR OTHER EMERGENCY EVENT CONDITIONS

3.1 Adverse Weather.  An employee’s position at the University will be designated as follows for Adverse Weather:

  1. Mandatory – Adverse Weather:  An employee’s physical presence at the workplace or ability to work remotely is mandatory and required for the operation of the institution and the employee is required to report to (or remain at) work for all adverse weather events, unless directed otherwise by supervisor for conditions 1, 2 or 3.  Note: Remote work is permissible, depending upon the nature of the employee’s job and with prior supervisor approval.
  2. Non-Mandatory – Adverse Weather: An employee with no mandatory designation for adverse weather.

3.2 Emergency Event Conditions.   An employee’s position at the University will be designated as follows for other emergency event conditions:

  1. Mandatory – Emergency Event Conditions: An employee’s physical presence at the workplace or ability to work remotely is necessary and required for the operation of the institution due to emergency event conditions (other than adverse weather) as directed by the employee’s supervisor.  Emergency event categories for designation include, but are not limited to: Fire/Explosions, Medical Emergencies, Hazardous Materials, Transportation Accidents, Evacuations/Natural Hazards, Utilities/Infrastructure Failures and Threats of Violence/Terrorism/Interpersonal Emergencies.
  2. Non- Mandatory – Emergency Event Conditions: An employee with no essential designation for other emergency event conditions.

3.3 Notification of Mandatory Employee Status: Employees who have been designated as mandatory for adverse weather and/or for other emergency event conditions will be issued advance written notice on a standing basis by the appropriate supervisor/manager requiring that they report to work on their regular schedule. Employees must make necessary arrangements to report to work as quickly and safely as possible. An employee’s physical presence at the workplace or ability to work remotely is mandatory and required for the operation of the institution and the employee is required to report to (or remain at) work, unless directed otherwise by supervisor for conditions 1, 2 or 3.  Note: Remote work is permissible, depending upon the nature of the employee’s job and with prior supervisor approval.

3.4 Failure to report when required may result in disciplinary action; and requires the hours missed to be charged to annual, bonus/special bonus leave or leave without pay.

3.5 On a specific event/condition basis, the University may also take the unusual measure of “calling-in” employees who are not normally designated as “mandatory” and temporarily assign them to this status, if a specific adverse weather or other emergency event is critical enough to require it, as determined by the employee’s immediate supervisor or next level manager. Employees are responsible for ensuring they can be reached via current contact information.

4.  MONITORING CONDITIONS AND SCHEDULED EVENTS

4.1 The Associate Vice Chancellor for Environmental Health & Public Safety with input as needed from the Associate Vice Chancellor for Facilities, the Chief of University Police (or their ranking designees on duty), Associate Vice Chancellor for University Communications and Marketing, Associate Vice Chancellor for Human Resources and other designated senior leadership officials is responsible for monitoring evolving adverse weather or other emergency event 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 Executive Vice Chancellor and Provost and make recommendations about altering institutional operations.

4.2 Scheduled events will be held only by explicit exception granted by the Chancellor, Executive Vice Chancellor and Provost, and/or 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 Chancellor, Executive Vice Chancellor and Provost, and/or 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 on file and with the VC F&A the standard operating procedures for making such decisions in a timely and logical fashion.

5. CONDITION CATEGORIES FOR ADVERSE WEATHER AND OTHER EMERGENCY EVENT CONDITIONS

5.1 The University will operate normally unless the Chancellor or Executive Vice Chancellor and Provost publicly announce the following conditions for adverse weather and/or other emergency event conditions.

5.1.2 Condition 1 – Reduced Operations:

Classes are generally in session and the University is open but some operations may be reduced. During adverse weather and other emergency event conditions, employees should take reasonable precautions for personal safety.

  1. Mandatory employees must report to or remain at work. Remote work is permissible, depending upon the nature of the employee’s job and with prior supervisor approval.
  2. Non-mandatory employees have the option to work, report late, leave early or not work at all. Non-mandatory employees may also arrange for alternative work locations with prior supervisor/manager approval. Remote work is permissible, depending upon the nature of the employee’s job and with prior supervisor approval.

Classes in Session:

If the Chancellor or Executive Vice Chancellor and Provost announces that classes are being held under Condition 1, the following shall apply:

  1. Faculty who have scheduled classes – but who are unable to report on a day when classes are being held should make every effort to notify class participants in advance to the extent possible of class cancellation.
  2. Students who miss scheduled activities will be allowed to make up any work missed.
  3. Faculty members should make arrangements to complete all interrupted activities.

5.1.3 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.  Remote work is permissible, depending upon the nature of the employee’s job and with prior supervisor approval.

Non-mandatory employees must leave or not report to work. Non-mandatory employees may also arrange for alternative work locations with prior supervisor/manager approval.

Cancelled Classes:

When the Chancellor or Executive Vice Chancellor and Provost announces that classes have been cancelled under Condition 2, the following shall apply:

  1. No students, faculty members, or staff members are expected to be on campus except students who reside in campus housing.
  2. Faculty should make every effort to notify class participants in advance to the extent possible of class cancellation.
  3. Students who miss scheduled activities will be allowed to make up any work missed.
  4. Faculty members should make arrangements to complete all interrupted activities.

5.1.4 Condition 3 – Closure:

Classes are cancelled and the University is closed. This can apply to the entirety of the university or one or more specific buildings based on the type of incident involved.

Mandatory employees must remain at or report to work, as directed by their manager and/or supervisor.  Remote work is permissible, depending upon the nature of the employee’s job and prior supervisor approval. Note: Employees designated as mandatory but are not needed for a particular adverse weather or other emergency event, (as approved by their supervisor) are not permitted to report to or remain at work.

Non-mandatory employees do not report to work and are not required to make-up time to cover the adverse weather absence.

Declaring Condition 3 (Closure) for the entirety of the University for a consecutive period of greater than seventy-two (72) hours requires direct consultation with and approval of the UNC System President.

Cancelled Classes:

When the Chancellor or Executive Vice Chancellor and Provost announces that classes have been cancelled under Condition 3, the following shall apply:

  1. No students, faculty members, or staff members are expected to be on campus except students who reside in campus housing.
  2. Faculty should make every effort to notify class participants in advance to the extent possible of class cancellation.
  3. Students who miss scheduled activities will be allowed to make up any work missed.
  4. Faculty members should make arrangements to complete all interrupted activities.

5.2   In the absence of any formal adverse weather and/or other emergency event condition announcement, the University is considered to be open.

6. LOCATION OF AFFECTED FACILITIES (FOR ADVERSE WEATHER OR OTHER EMERGENCY EVENT CONDITIONS)

6.1 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 or emergency event conditions by the Chancellor or Executive Vice Chancellor and Provost.

6.2 NC State Extension should follow their local government’s guidelines for adverse weather and other emergency event conditions.

6.3 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 event conditions.  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 and/or facilities with current contact information, and to share a copy of that list with the VC F&A, environmental health and safety and human resources.

6.3.1 If NC State’s offsite location/work facility is in a county that has a local UNC institution then it would follow the adverse weather conditions declared by that institution in that county.  If that location/work facility is not located in the same county as a UNC institution then it should follow the adverse weather condition of that county (through consultation with that Colleges/units HR office and Dean/Vice Chancellor)

 

6.3.2 Limited Operations or Closures for Rented or Leased University Facilities:  Landlords do not make the decision to limit or close University operations that occupy leased facilities. However, the closure of a building by a landlord will be a factor for University leadership to consider in deciding the operational status of University units or entities that reside in that building.

6.4 Employees who work in alternate locations not affected by the adverse weather or other emergency event conditions are expected to work their normal schedule.

7. PAY AND TIME REPORTING FOR ADVERSE WEATHER AND OTHER EMERGENCY EVENT CONDITIONS

7.1 Pay and Time Reporting for Non-Mandatory Employees:

7.1.2 Condition 1 and Condition 2:

When a non-mandatory employee misses work time during Condition 1 (Reduced Operations) or Condition 2 (Suspended Operations), the time shall be accounted for as follows:

  1. The employee can use compensatory time (SHRA non-exempt employees only), annual and/or bonus/special bonus leave, if available.  Note: Compensatory time, if available, must be used first.
  2. If the employee does not have or does not elect to use annual and/or bonus/special bonus leave, the employee may take leave without pay (LWOP).
  3. 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 and/or bonus/special bonus leave if available, or adjusted from pay.  Make-up time shall not be subject to any premium pay, with the exception of FLSA-mandated overtime, when applicable.
  4. Employees who are on approved leave during an adverse weather or emergency event condition will still charge the approved sick, annual, bonus/special bonus, or compensatory leave with no provision for LWOP or make-up time.

7.1.3 Condition 3:

Non-mandatory employees will not be docked pay for regularly scheduled work hours missed when the University is on a Condition 3 status. In addition, non-mandatory employees are not required to use compensatory time (SHRA non-exempt employees only), annual leave, bonus/special bonus leave, LWOP or make-up time to cover the adverse weather or emergency event condition absence, unless the duration of the event necessitates a differing decision by direction of the UNC System President.

7.2 Pay and Time Reporting for Mandatory Employees:

7.2.1 Condition 1, 2 and 3:

Mandatory employees must report to and remain at work, as directed by their manager and/or supervisor.  Remote work is permissible, depending upon the nature of the employee’s job and prior supervisor approval. Mandatory employees who are on approved leave during an adverse weather or emergency event condition will still charge the approved sick, annual, bonus/special bonus, or compensatory leave with no provision for LWOP or make-up time.  Holiday pay guidelines run concurrently with this adverse weather policy.

7.2.2 Condition 2 and 3 (Non-Exempt mandatory employees): Additional Equivalent Time Off (ETO)

  1. Non-exempt (subject to the Fair Labor Standards Act (FLSA)) mandatory employees who are required to report or remain at work (or work remotely subject to prior supervisor approval) during a Condition 2 or Condition 3 adverse weather and/or emergency event condition, shall receive ETO that is awarded on an equivalent hour-for-hour-basis for future use as outlined below:
  2. ETO is in addition to and does not replace any required FLSA overtime or compensatory time for time worked.
  3. 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.  The scheduling of the ETO shall be subject to management approval, but every reasonable effort shall be made to permit the employee to use the ETO prior to its expiration.
  4. FLSA non-exempt mandatory employees 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 workweek.
  5. FLSA exempt employees are not eligible to receive ETO.

8. COMMUNICATIONS

The Office of Finance & Administration will maintain an up-to-date list of critical contact offices & individuals and will work with University Communications to ensure a centralized and coordinated approach to managing internal and external communications about adverse weather and other emergency event conditions impacting NC State. Once an announcement is made to close, open late, or cancel activities, The Office of Finance & Administration will use the contact list to immediately facilitate (via the designated responsible campus office). University Communications manages media lists:

  1. Announcement on NC State and HR homepage University Communications for NC State homepage; HR for HR homepage
    Announcement on the NC State phone hotline University Communications
    Campus broadcast email EH&PS, HR for Faculty and Staff
    Notification of local / regional media University Communications
    Management of campus safety & security University Police / EH&PS
    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