NEW ADVERSE WEATHER and EMERGENCY EVENT POLICY

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2 NEW ADVERSE WEATHER and EMERGENCY EVENT POLICY Effective January 1, 2016, NCSSM will follow a new Adverse Weather and Emergency Event Policy that has been implemented for all UNC Institutions. The new policy replaces the Office of State Human Resources Adverse Weather and Emergency Closing policies, and establishes guidelines for how operations may be affected during emergencies and work expectations for employees within the University System.

3 WHAT IS ADVERSE WEATHER? 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 general public and impede the ability of individuals to travel to 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.

4 WHAT IS AN EMERGENCY EVENT? Unusual situations that may adversely impact the ability to continue to provide services to clients, customers, patients, students or the general public or may place members of the campus community (including employees) at risk. Such conditions may include criminal acts or terrorism, fire, chemical spills, adverse or toxic odors, biological and public health threats, sustained loss of critical infrastructure (e.g., power, water, heat, and life safety systems), and special directives or restrictions from public safety authorities.

5 WHO IS COVERED UNDER THE NEW ADVERSE WEATHER AND EMERGENCY EVENT POLICY? This policy applies to all NCSSM employees, as directed by the Chancellor. This includes: SHRA (previously SPA) employees EHRA (previously EPA) employees Faculty employees

6 NEW CONDITIONS There are three (3) Conditions under the new policy: Condition 1 Reduced Operations Condition 2 - Suspended Operations Condition 3 - Closure The new conditions replace the color system that was used by NCSSM previously. They were: Green: Campus operated normally; or was re-opened after emergency was over. Yellow: Campus took warning and all emergency precautions were enacted. Red: Evacuation procedures enacted.

7 CONDITION 1 REDUCED OPERATIONS The institution remains open but may have some reduced operations due to limited staffing. Non-mandatory employees must use their discretion in determining their safety to report to or remain at work. Note: employee must notify their supervisor and determine how the time will be reported. Mandatory employees must report to work. Employees must code available leave for any work time missed during Condition 1. Note: unless the supervisor authorizes off site work. The options for employees to account for missed working time are: approved leave, bonus leave, leave without pay (LWOP), comp time (if applicable will be applied first in the hierarchy within BEACON), and adverse weather leave. Adverse weather leave must be made up within 90 calendar days from the date the leave is coded. If not made up within 90 days, the leave will be deducted from comp time (if applicable), approved leave, bonus leave, or LWOP.

8 Guidelines for Condition 1: Employees are generally expected to report to work, but should use caution in reporting to work. Unless specific law enforcement restrictions prohibit travel in a given area, individual employees must use their own best judgment as to whether they are able to safely travel to and from work given local conditions regardless of whether the School is officially open. No employee is expected to unnecessarily risk personal safety to travel to or from work. If an employee is unable to report to work due to local travel conditions in their commuting area or due to school closings or other personal situations caused by adverse weather, the employee must notify their supervisor and determine how the time will be reported.

9 Guidelines for Condition 1 Continues At the supervisor s discretion, employees may perform work at home in which case, the supervisor may not require the employee to charge available leave. The authorization of at-home work arrangements depends on the nature of an individual s position and the supervisor s judgment as to whether work assignments may be effectively done outside the normal work setting. For all hours not worked within the 8 hour day (prorated for part-time employees), the options for employees to account for missed working time are: approved leave, bonus leave, LWOP, comp time (if applicable will be applied first in the hierarchy within BEACON), and adverse weather leave. If adverse weather leave is coded, it must be made up no later than 90 calendar days from the date the adverse weather leave is coded. If it is not made up within 90 days, the leave will be deducted from comp time (if applicable), approved leave, bonus leave, or LWOP.

10 CONDITION 2 SUSPENDED OPERATIONS The institution remains open on a limited basis and has suspended all but mandatory operations. Non-mandatory employees may not report to or remain at work. Note: employee must notify their supervisor and determine how the time will be reported. Mandatory employees must report to work. Employees must code available leave for any work time missed during Condition 2. Note: unless the supervisor authorizes off site work. The options for employees to account for missed working time are: approved leave, bonus leave, LWOP, comp time (if applicable will be applied first in the hierarchy within BEACON), and adverse weather leave. If adverse weather leave is coded, it must be made up within 90 calendar days from the date the leave is coded. If not made up within 90 days, the leave will be deducted from comp time (if applicable), approved leave, bonus leave, or LWOP.

11 CONDITION 3 CLOSURE Due to catastrophic conditions, the institution is closed for business. Note: This decision is made by the Chancellor. Limited to events that pose the most severe risks to health and safety and severely impede the efficient and effective functioning of the school. Non-mandatory employees are not permitted to report to or remain at work. Mandatory employees must report to work. Employees are not required to charge leave or make-up work time missed during Condition 3.

12 Guidelines for Conditions 2 and 3 The decision to suspend or close the school is made by the Chancellor. The School is not automatically closed when other State Agencies or Universities are closed. The Governor s declaration of a State of Emergency or an advisory by the State Highway Patrol to avoid travel does not automatically suspend or close the school. Employees are not required to use leave or make up-time lost during Condition 3. Mandatory employees may be required to report for duty when other employees are not. Generally, these are individuals who have been formally advised of their mandatory status in advance. In such instances, the Department Head will communicate specific expectations for reporting during the adverse weather event.

13 ADVERSE WEATHER EVENT EXAMPLE Friday: Condition 2 classes will not be held Employees comp time (if applicable) will be applied first, then employee will code missed work time to approved leave, bonus leave, LWOP, or adverse weather leave (must be made up within 90 days). Monday: Condition 1 delayed opening Employees comp time (if applicable) will be applied first, then employee will code missed work time to approved leave, bonus leave, LWOP, or adverse weather leave (must be made up within 90 days).

14 WHAT IS A MANDATORY EMPLOYEE? Mandatory employee: one whose presence has been determined to be mandatory to the Schools operation during certain types of adverse weather or emergency events. one who is expected to report to or remain at work during adverse weather and emergency events. When required to report to work during these events, the employee is expected to use sound judgment with respect to maintaining personal safety given their individual circumstances. Note: Communication with the supervisor is essential if safety is an issue in returning to or remaining at work. Mandatory employees are notified in writing which becomes an ongoing condition of employment. Currently NCSSM mandatory employees are Plant Facilities and Campus Resources Staff. Mandatory employees receive Equal Time Off (ETO) for all hours worked and receive comp time for hours worked over the regular scheduled work hours. ETO must be taken within 12 months of being earned.

15 Faculty Guidelines The new Adverse Weather Policy applies to all employees who earn leave, which would include NCSSM faculty. Faculty are required to code leave for lost time due to adverse weather. Additional Adverse Weather Guidelines have been developed for Faculty. Questions regarding the new guidelines should be directed to the Deans and Vice Chancellors.

16 QUESTIONS AND ANSWERS 1. Is there a bonus in pay for working my assigned shift on time for Condition 3 days? Short Answer: No. Condition 3 means we are closed for business. If you are a nonmandatory employee, you should not report to work. Mandatory employees must report to work. 2. Is the policy allowing faculty (EHRA) three days of adverse weather leave without coding any time still in effect? If so, explain why the same policy does not apply for SHRA. The policy that previously allowed faculty three days of adverse weather leave is no longer in effect. Our faculty earn leave, so they must code leave for any missed working time. 3. What is the difference between Condition 2 and 3 since both of them say we may not report to work. Condition 2 means the school remains open on a limited basis and has suspended all but mandatory operations. Non-mandatory employees may not report to or remain at work. Employees are required to code leave for missed working time. Condition 3 means school is closed for business. Non-mandatory employees must not report to or remain at work. Employees are not required to code leave for missed working time.

17 QUESTIONS AND ANSWERS 4. What are the factors taken under consideration in making the determination between a Condition 2 or 3? The Chancellor confers with local authorities, on campus personnel, UNC General Administration, and local constituent institutions in determining the status of operations. 5. Can the policy be changed or a grace period be applied in regards to the 90 calendar days to make up coded adverse weather time? No, this is a policy mandated by UNC General Administration and approved by Office of State Human Resources (OSHR). There is no grace period that can be applied. If adverse weather leave is coded and not made up within the 90 calendar days, leave will automatically be deducted to make-up those adverse weather hours in BEACON. 6. How can we make this policy more equitable for folks whose work involves being on campus, specifically support staff who don t have laptop computers or tasks that can be done from home? Unfortunately, the school cannot make changes to this University Policy. If a position or area of work does not provide opportunities for work to be done from home, the employee will be required to code leave or make up missed working time.

18 QUESTIONS AND ANSWERS 7. Are non-essential personnel allowed on campus during a Condition 2 event? If I can walk to work, am I forbidden from coming to campus on Condition 2 days? Employees are allowed on campus during a Condition 2 event, using their discretion to safely arrive or leave campus. No employee is forbidden from campus when the school is operating under Condition 2, unless management has directed otherwise. The school will operate on a very limited basis. 8. Why did we operate on a condition 2 when the governor had issued a state of emergency? The Chancellor confers with local authorities, on campus personnel, UNC General Administration, and local constituent institutions in determining the status of operations. Keep in mind a state of emergency can be declared hours, sometimes a day or more before an event occurs. Also, declaring a state of emergency frees up state resources to clear roads and assist residents it does not necessarily close state agencies or Universities/Schools.

19 QUESTIONS AND ANSWERS 9. When it comes to Condition 2 and non-mandatory employees, can you explain the difference in wording between the system wide policy and the NCSSM Adverse Weather Guidelines version? System Wide Policy Condition 2 non-mandatory employees may not report to work or must leave the workplace when this status takes effect. NCSSM Guidelines Condition 2 non-mandatory employees may not report to work or remain at work. The difference in wording does not change the meaning of what is expected of non-mandatory employees. As a general rule, employees should always use their own best judgment in determining whether they can travel safely to and from campus. Employees are required to communicate with their supervisor concerning any missed working time.

20 Where to locate the Adverse Weather Policy.. The new Adverse Weather Policy is posted on the e-central tile/hr/leave. Guidelines for the new policy and FAQ are located on the Alert NCSSM tile in the NCSSM Web Network. Who to Call.. SHRA (formally SPA) employees should direct questions to their supervisor or Human Resources. EHRA (formally EPA and Faculty) employees should direct questions to their Dean or Vice Chancellor.

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