Change in University Operating Status

UNIVERSITY of NORTH DAKOTA FINANCE & OPERATIONS POLICY LIBRARY Change in University Operating Status Policy 6.24, Change in University Operating Status Responsible Executive: VP Finance & Operations Responsible Office: Public Safety Issued: April 3, 2014 Latest Review / Revision: October 21, 2015 POLICY STATEMENT The University of North Dakota (UND) may change its operating status during and surrounding periods of inclement weather, public safety incidents, or other declared emergency situations. At such times, the University has a prescribed method for evaluation and communication of these changes to University staff, faculty, and students. Academic and administrative units are expected to abide by any decision made by the president or his/her appointed designee regarding operating status. REASON FOR POLICY UND wishes to protect the safety of its community members, intellectual property, and facilities in periods of inclement weather, public safety incidents, or other declared emergency situations. To that end, the University is committed to operational consistency and efficiency when a change in operating status is warranted. SCOPE OF POLICY This policy applies to: President Vice Presidents Deans, Directors & Department Heads Area Managers & Supervisors Faculty Staff Students Others On-Campus Affiliates WEB SITE REFERENCES This policy: http://und.edu/finance-operations/_files/docs/6-24-change-in-operating-status.pdf Policy Office: http://und.edu/finance-operations/policy-office.cfm Vice President for Finance & Operations: http://und.edu/finance-operations/ Page 1 of 10

CONTENTS Policy Statement 1 Reason for Policy 1 Scope of Policy 1 Web Site References 1 Related Information 3 Contacts 3 Definitions 4 Principles (overview) 5 Procedures 5 Decision to Make a Change in Operating Status 5 Essential Operating Employees and Service 6 Communicating a Change in Operating Status 6 Change in Operating Status for Off-Campus Operations/Distance Course 7 Levels of Closure 8 Compensation 8 Responsibilities 9 Forms 9 Appendices 9 Revision Record 9 Page 2 of 10

RELATED INFORMATION Department of Public Safety National Weather Service (NWS) NDUS Human Resource Policy Manual 12 Overtime NDUS Human Resource Policy Manual 20.4 Other Paid Leave, Institution Closures North Dakota Department of Transportation (NDDOT) UND-Alert Office of Emergency Management Office of Safety University Police National Weather Service Email and SMS Weather Alert Services http://weather.gov http://ndus.edu/makers/procedures/hr/?sid=31&pid=233&re=d http://ndus.edu/makers/procedures/hr/?sid=39&pid=241&re=d http://dot.nd.gov http://und.edu/finance-operations/office-of-safety/und-alerts.cfm http://und.edu/emergency-management/ http://und.edu/finance-operations/office-of-safety/index.cfm http://und.edu/finance-operations/university-police/ http://www.weather.gov/subscribe CONTACTS Specific questions should be directed to the following: Subject Contact Telephone Policy Clarification Designation of Essential Operating Personnel UND-Alert Registration Report an Emergency Time and Attendance Reporting Report Off-Campus Operations/Distance Course Public Safety Incident or Declared Emergency Situation Department of Public Safety Appropriate Department or Unit Head Office of Emergency Management University Police Human Resources and Payroll Services Office of Emergency Management Operations Center (701) 777-3341 Unit Specific (701) 777-2030 9-1-1 or (701) 777-3341 (701) 777-4361 (701) 777-2591 Office or Department E-Mail / Web Address http://www.und.edu http://und.edu/finance-operations/department-of-publicsafety/index.cfm http://und.edu/financeoperations/department-of-publicsafety/index.cfm http://und.edu/finance-operations/officeof-safety/und-alerts.cfm http://und.edu/financeoperations/university-police http://und.edu/financeoperations/human-resources-payroll Page 3 of 10

DEFINITIONS Blackboard Connect COOP Delayed Opening Declared Emergency Employee Essential Operating Employee Full Closing Inclement Weather NDDOT No Travel Advised UND-Alert NWS Partial Closing Road Closure Travel Alert A mass notification service that can be used for time sensitive situations, event outreach, or attendance notifications. The notifications may be sent by email, text message, phone, pager, Twitter, Facebook and RSS feed. Continuity of Operations Plan A University operating status based upon the weather, public safety incidents, or other declared emergency that delays or changes the schedules of certain administrative and academic units. Any event as authorized by the president or his/her appointed designee which can affect campus operating status. Any benefited or non-benefited employee, including but not limited to staff, faculty, and students. An individual needed on campus to meet the needs of students, research programs, or general operations when the University is closed. This includes, but is not limited to, individuals providing critical dining or health services, those needed to tend critical research experiments needing regular attention, those tending to the need of research animals, or those in critical facility or safety operations. The designation of essential personnel must be reasonable and supportable. A University operating status based upon the weather or other emergency that closes all University offices and departments, except selected emergency and essential services. Expected or actual weather conditions that are severe enough to affect University vehicular traffic, University schedules, or the safety of individuals. North Dakota Department of Transportation A travel advisory issued by the National Weather Service (NWS) or North Dakota Department of Transportation (NDDOT). Motorists should not travel due to hazardous conditions which may make it unsafe to travel. Snow plows may be pulled from the roads during severe conditions. A No Travel Advised has the potential to change to a Road Closed or Blocked if conditions deteriorate. UND s campus-wide emergency notification system. UND-Alert is only used when there is a severe and imminent threat to the public safety and health of the entire campus. National Weather Service A University operating status based upon the weather or other emergency that closes portions of the University offices and/or departments. The official closure of roads issued by the NDDOT. Motorists are not allowed to travel on a closed road due to life threatening conditions. The road may be impassible or blocked. An alert issued by the NWS or NDDOT. Motorists can still travel but may encounter areas of challenging winter weather driving conditions on roadways. A Travel Alert has the potential to change to a No Travel Advised if conditions deteriorate. Page 4 of 10

PRINCIPLES OVERVIEW This policy describes University procedures for implementing a change in operating status as a result of inclement weather, public safety incidents, or other declared emergency situations, provides information on University schedules during a change in operating status, and outlines standard notification procedures to follow in such instances. UND wishes to protect the safety of its community members, intellectual property, and facilities in periods of inclement weather, public safety incidents, or other declared emergency situations. To that end, the University is committed to operational consistency and efficiency when a change in operating status is warranted. UND may change its operating status during and surrounding periods of inclement weather, public safety incidents, or other declared emergency situations. A decision as to when the University will close governs all units of the University located in Grand Forks. At such times, the University has a prescribed method for evaluation and communication of these changes to University staff, faculty, and students. Academic and administrative units are expected to abide by any decision made by the president or his/her appointed designee regarding operating status. Individual colleges, departments, and units cannot override a decision to close the University (i.e., colleges, departments, and units are not allowed to stay open if the University is closed). The decision to close a college, department, or unit separate from a full campus closure must be made in consultation with the president or his/her appointed designee prior to the closure. Some exceptions may apply (athletic and other events, off-campus operations/distance courses). Severe weather protocols and emergency management procedures are directed by the associate vice president for public safety/chief of police and coordinated by members of the emergency management team. Departments with personnel in other locations, or that teach distance courses away from UND s Grand Forks campus, must develop procedures (see Procedures: Change in Operating Status for Off-Campus Operations/Distance Courses below) for closures and notification of employees for those closures in conjunction with the Department of Public Safety. FACULTY, STAFF AND STUDENT NEEDS Supervisors should be understanding and flexible regarding an employee s individual needs during a declared emergency or event such as inclement weather or other public safety incidents. If appropriate, supervisors may approve working from home during inclement weather or other public safety incidents, instead of requiring employees to submit leave, when the University remains open. For information on how to record time taken off during declared emergencies or other public safety incidents, see the Compensation segment of this document. Students who feel travel is unsafe or who can t travel because of travel alerts, travel advisories, or closed roads should contact their faculty members in accordance with course syllabi. Faculty should be understanding and provide appropriate course and/or assignment modifications in the event of campus closures, or individual student needs during declared emergencies or other public safety incidents. PROCEDURES Decision to Make a Change in Operating Status The following individuals are the authorized officials at UND (in the order listed below) to make a decision regarding the operating status of UND. Authority is delegated to the highest ranked official on the list who is available. 1. President 2. Vice President for Academic Affairs/Provost 3. Vice President for Finance and Operations 4. Vice President for Student Affairs Page 5 of 10

5. Vice President for University and Public Affairs 6. Vice President for Health Affairs 7. Associate Vice President for Public Safety/Chief of Police 8. Senior Police Supervisor on duty UND has designated other specific campus officials to serve as authorized officials who are empowered to recommend a decision regarding the operating status of UND. This decision will be based on information received from personnel in the Department of Public Safety. Those responsible include, but are not limited to: 1. Associate Vice President for Public Safety/Chief of Police or designee 2. Police Officer on duty 3. Associate Director for Safety or designee 4. Associate Director for Emergency Management or designee Essential Operating Employees and Services Essential operating employees are employees who have been issued advance notice by their supervisor that they may be required to report to work to ensure that services, vital to the continuity of UND operations, are provided during a campus closure or emergency. Services include those required to maintain or protect the health, safety, or physical well-being of campus personnel (faculty, staff, and students), academic mission, and facilities (including research projects), given the conditions of the closure or emergency at hand. Essential operating employees are those needed on campus to meet the needs of students, research programs, or general operations when UND is closed. These employees work primarily in areas that have been pre-identified as essential service functions and identified in the department or unit Continuity of Operations Plan (COOP). They have specialized training required to do the work, and/or they have assignments directly related to critical research. This includes, but is not limited to, individuals providing critical dining or health services, those tending to critical research experiments needing regular attention, those tending to the needs of research animals, or those in critical physical plant or safety operations. More specifically, the designation of essential personnel must be reasonable and supportable. Depending on the situation, not all essential operating employees may be required to report for duty. Managers in an area where essential operating employees must report to or remain at work even when the University is closed must do the following: 1. Ensure that the applicable job description(s) clearly specifies this requirement, 2. Ensure that these employees are identified as essential operating employees in COOP plans, and that they are aware of their status, and 3. Verify that each essential operating employee who will be needed to report to work during a University closure understands the timing of his/her shift and has an opportunity to discuss any issues or concerns. Communicating a Change in Operating Status Once a decision has been made to change the operating status of UND, the details will be disseminated as widely as possible. The expected reopening time and/or date, when identifiable based on the situation, will be available with the closing information. The following methods may be used to notify the campus community: 1. UND-Alert 2. Phone 3. Text message 4. Email 5. Blackboard Connect 6. Official UND website and Office of Emergency Management website 7. UND television channels 8. UND radio stations Page 6 of 10

9. Local media 10. Official UND social media platforms UND-Alert is UND s campus-wide emergency notification system. UND-Alert is only used when there is a severe and imminent threat to the public safety and health of the entire campus. Phone numbers, entered by students into Campus Connection and by employees into Employee Self Service, are utilized by the UND-Alert emergency notification system to disseminate emergency alerts by telephone and/or text. Students and employees must check information in Campus Connection and Employee Self Service respectively at least once each semester to ensure data is current and up-to-date. Additional details regarding UND-Alert registration and a comprehensive list of frequently asked questions may be found online (see Related Information section). Individuals and organizations outside the campus community are notified through the use of local media (i.e., radio and television), UND s website, and Facebook and Twitter feeds. The Division of University and Public Affairs provides updates to the media. Change in Operating Status for Off-Campus Operations/Distance Courses Departments or colleges with personnel, facilities, and/or operations located in off-campus locations, or that teach distance courses away from UND s Grand Forks campus, must develop procedures for closures and notification of employees for those closures in conjunction with the Department of Public Safety. WEATHER RELATED CLOSURES Departments and colleges wishing to receive weather-specific information for their off-campus operations or distance courses must identify these off-campus operations or cohorts at the beginning of each academic year (and any changes throughout the year), and supply the locations and operating times, or locations and course dates/times to the Office of Emergency Management. In the event of potential severe weather for these off-campus operations/distance courses, the Office of Emergency Management will notify deans, department chairs, and/or supervisors of advisories and recommendations via email. The decision to close an off-campus operation or cancel a distance course must be made in consultation with the appropriate vice president or dean or his/her appointed designee prior to the closure. Deans, department chairs, and/or supervisors will share this information with affected employees, especially how it may relate to the cancelation or postponement of instruction or operations. Deans, department chairs, and/or supervisors will also remind faculty to share this information with students, as both the safety of employees and students is paramount. If an employee assigned to an off-campus operating location believes weather conditions will not allow for safe travel to their destination, they are not obligated to go. Employees must communicate this decision to their dean, department chair, or supervisor accordingly. If employees are uncertain about changing weather conditions that may impact travel to an off-campus operation or distance course and want additional information, they should contact their dean, department chair or supervisor. These individuals will provide additional weather-related information as received from the Office of Emergency Management. If a student assigned to an off-campus operating location/distance course believes weather conditions will not allow for safe travel to their destination, they are not obligated to go. Students must communicate this decision to their supervisor or instructor accordingly. Faculty, staff, and students are encouraged to sign-up for email and SMS weather alerts in their home and offcampus distance locations (see National Weather Service email and SMS weather alert services in Related Information). Additional information including local forecasts, severe weather information, and road reports is available through the Office of Emergency Management website (see Related Information). PUBLIC SAFETY INCIDENTS OR DECLARED EMEGENCY SITUATIONS Departments and colleges wishing to receive public safety incident and/or declared emergency situation information for their offcampus operations or distance courses must identify these off-campus operations or cohorts at the beginning of each academic year (and any changes throughout the year), and supply the locations and operating times, or locations and course dates/times to the Office of Emergency Management. Page 7 of 10

In the event of a public safety incident or declared emergency situation affecting one of these locations, the safety contact at the site will immediately notify the Office of Emergency Management Operations Center and provide information regarding the incident. The Office of Emergency Management will notify the appropriate dean, department chair, and/or supervisor of the incident. The decision to close an off-campus operation or cancel a distance course must be made in consultation with the appropriate vice president or dean or his/her appointed designee prior to the closure. Deans, department chairs, and/or supervisors will share this information with affected employees, especially how it may relate to the cancelation or postponement of instruction or operations. Deans, department chairs, and/or supervisors will also remind faculty to share this information with students, as the safety of employees and students is paramount. Faculty, staff, and students are required to participate in UND-Alert to receive emergency information (see UND-Alert in Related Information). Contact local law enforcement in the area for additional information, or alerting capabilities. Levels of Closure DELAYED OPENING Selected emergency and essential operating employees report to work on a normal schedule. All other employees report to work at the announced opening time. Events and classes scheduled to start prior to the opening time are cancelled. PARTIAL CLOSING All employees operate on a normal schedule. Events or classes may be dismissed or cancelled. FULL CLOSING Selected emergency and essential operating employees must report to work. All other employees report to work at the announced opening time. Events and classes are cancelled. Compensation INCLEMENT WEATHER, PUBLIC SAFETY INCIDENT, OR OTHER DECLARED EMERGENCY SITUATION INSTITUTION REMAINS OPEN OR A PARTIAL CLOSURE Employees unable to report to work must notify their supervisor and take annual leave or leave without pay. INCLEMENT WEATHER, PUBLIC SAFETY INCIDENT, OR OTHER DECLARED EMERGENCY SITUATION INSTITUTION DELAYED OPENING OR FULL CLOSURE If an employee is not working in the geographic area of the inclement weather, public safety incidents, or other declared emergency situations during a closure, the employee will not receive closure pay. Essential Operating Employees Only essential operating employees designated by the department head may be required to work during a period when the institution is officially closed. Exempt employees will receive their regular salary during a closure. All non-exempt, benefited employees will receive their regular salary during a closure and, if properly authorized to work during the closure, will receive compensation for hours worked. If closure pay and hours worked total more than 40 in a work week, salary will be paid as overtime or compensatory time for non-exempt employees (See NDUS Human Resource Policy 12.3). Any non-exempt employee not at work or on duty and called back for emergency service will receive compensation at the callback rate of time-and-one-half. Student or non-benefitted employees only receive compensation for hours actually worked during the closure. Non-Essential Operating Employees Only benefited employees will be granted closure pay for hours they would normally work during a closure. The number of hours reported are not prorated for part-time, benefitted employees. If an employee is not normally scheduled to work, the employee is not entitled to closure pay. Employees not scheduled to work during the closure because of a previous arrangement, including annual or sick leave, will receive closure pay rather than being required to take the previously arranged leave. Page 8 of 10

RESPONSIBILITIES Administration Employees Department of Public Safety Human Resources and Payroll Services Students Division of University and Public Affairs University Police Department or Unit Head Perform duties of authorized official Issue notification on operating status or contact an individual who is trained to issue the notification. Enter emergency contact phone number(s) into Employee Self-Service Check information in Employee Self-Service at least once each semester to ensure data is current and up-to-date Abide by any change in operating status issued by the University Perform duties as required if identified as an essential operating employee Advise authorized officials to change the operating status of UND Provide updates of changing conditions to authorized officials Respond to questions regarding Human Resources policies and compensation Enter phone number(s) into Campus Connection Check information in Campus Connection at least once each semester to ensure data is current and up-to-date Abide by any closure issued by the University Provide local media appropriate information pertaining to change in University operating status Update website and social media as necessary Advise authorized officials to change the operating status of UND Advise Operations Center of changing conditions Provide regular travel advisories Within your department or unit, maintain the same operating status that has been declared by UND When a change in operating status has been declared, maintain a schedule within your department or unit that is consistent with this policy Designate essential operating employees on an annual basis and inform those employees of their status and responsibilities Develop adequate internal procedures for compliance to this policy including the completion of the COOP for your department or unit FORMS There are no forms associated with this policy document. APPENDICES There are no appendices associated with this policy document. REVISION RECORD 04/01/2013 Impact Statement Endorsed President s Cabinet 04/03/2014 Policy Implementation Signed by President Robert O. Kelley In Definitions: added Travel Alert and changed Road Advisory 04/28/2014 Revision to No Travel Advised; updated definitions for Travel Alert, No Travel Advised and Road Closed to match NDDOT definitions Page 9 of 10

Added Appendix 1 Guidelines: Department Procedures for 08/19/2014 Revision Change in Operations Status for Off-Campus Distance Courses Expanded Policy Statement to include public safety incidents and other emergency situations, and clarified decisions are to be made by the president or appointed designee Changed Notifind to UND-Alert throughout document Changed central administration to president or his/her appointed designee throughout document In Definitions: added Declared Emergency Revised process for colleges, departments, or units to request closure separate from a full campus closure in Principles: Overview 10/19/2015 Revision Removed weather-specific information throughout to make the document applicable in multiple situations Updated title from director of public safety to associate vice president for public safety throughout document Changed policy title to Change in University Operating Status Change policy number from 3.6 to 6.24 Incorporated procedures from appendix 1 into policy document; created Procedures: Change in Operating Status for Off-Campus Operations/Distance Courses; eliminated appendix 1 10/21/2015 Revision Approved Signed by President Robert O. Kelley Page 10 of 10