ADVERSE WEATHER

This policy applies to all employees subject to the State Personnel Act.  University Chancellors at each of the 16 constituent institutions have been delegated the authority to make closing decisions at his or her respective campus for adverse weather conditions.  The Chancellor, or his or her designee, shall immediately report a campus closing to the Vice President for Finance in the University of North Carolina Office of the President, and to the State Personnel Director within five (5) days after the occurrence.

Adverse weather conditions occasionally disrupt work schedules and interfere with normal work-related activities. When these conditions prevent employees from fulfilling work obligations, the adverse weather policy permits some flexibility in adjusting works schedules to accommodate employees' personal needs.

Announcements

Should closing of the University be required due to adverse weather, a radio announcement will be made by the Chancellor or his/her representative. During the work day, if conditions develop which require the University to close, the campus will be informed through administrative channels. In addition, the University should be considered closed if media announcements indicate classes are canceled. A radio announcement indicating the closing of State government offices due to adverse weather does not apply to the University.

Emergency closing conditions: Conditions that necessitate the closing of a state facility or the curtailing of operations. Conditions that may be hazardous to life or safety and that may warrant closing of State offices include: catastrophic life threatening weather (snow, ice, hurricane, tornado, earthquake, flood or other natural disaster), fire, equipment failure, disruption of power and/or water, contamination by hazardous agents, terrorist acts or forced evacuations from the agency or work site.

Emergency / Essential employees: Employees who are required to work during an emergency because their positions have been designated by their agencies as mandatory/essential to agency operations during emergencies.

Some University operations require employees to report for work to provide critical services during periods of adverse weather. The department head identifies the "critical" employees, and gives them advance notice of the requirement to report to work.

State government offices/universities and facilities are OPEN, unless a specific decision has been made by the appropriate official, as outlined below, to close such offices and/or facilities because of emergency conditions. All other provisions of the policy apply uniformly.

It is the responsibility of employees to make a good faith effort to come to work during times that adverse weather or other conditions of a serious nature exist.  Employees, not working in mandatory/essential operations, who anticipate problems in transportation should be permitted and encouraged to avail themselves of leave privileges when encountering difficulty in reporting for work or when leaving early.

Accounting for Time

When campus is officially closed by the Chancellor or his or her designee, SPA employees should complete their timesheets indicating 8 hours (for full-time employees and prorated hours for part-time employees) as "other hours."  No leave shall be charged.

To cover absences during adverse weather or other conditions of a serious nature, employees, who have not been designated as emergency / essential, may elect to: 

Employees who are on prearranged vacation leave or sick leave will charge leave to the appropriate account with no provision for make-up time.

Make-Up Time

Subject to supervisory approval and wage-hour (overtime) limitations, the lost time may be made up. Departments are strongly encouraged to allow make-up opportunities whenever possible. If the time is not made up within 12 months of the occurrence, vacation leave, bonus leave, or "Comp time" must be used, or a dock in pay must be submitted by the department, at the employee's option. 

Because make-up time is subject to overtime, the opportunity to make up lost time is limited for full-time employees. Make-up time for employees who are subject to the overtime provisions of the Fair Labor Standards Act must be scheduled in a work week in which less than 40 hours are worked due to absences for vacation or sick leave, holidays, or other reasons. Holiday premium pay does not apply if the employee volunteers with management's approval to make up time on a holiday.

Precautions

During weather conditions that do not warrant closing of the University, all staff are responsible for their regularly assigned duties. It is recognized that in some individual cases travel may be hazardous even though closing is not warranted. In those cases, everyone is advised to take all reasonable precautions in coming to campus given his/her personal circumstances.

Please feel free to access the Office of State Personnel web site:

             http://www.osp.state.nc.us/manuals/manual99/weather_etcpolicy.pdf

For additional information on leave administration, contact Department of Human Resources at 334-7862.

Rev. 2/4/04