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Adverse Weather Policy #101

Interim Policy #101 Approved: April 24, 2017
UNIVERSITY OF NORTH CAROLINA SCHOOL OF THE ARTS
Adverse Weather Policy
Policy #101
Source of Authority: Office of State Personnel Manual § 5, pp. 38-40.4;
N.C.G.S. § 116-34(a);
UNC Code § 502(A)
Revision Authority: Chancellor
History: First Issued: February 17, 2011
Related Policies: Adverse Weather & Emergency Closings, OSP Manual § 5, pp. 38-40.4;
Business Continuity Plan Policy #104;
Email Policy #502;
Emergency Management Policy #701;
On-Call and Emergency Callback Policy #622;
Responsible Offices: Human Resources Department
Department of Police & Public Safety
Effective Date: April 24, 2017
PDF Policy #101

I. Purpose:
This policy establishes a plan for handling imminent or immediate adverse winter weather conditions that may pose a safety concern for the UNCSA community or those utilizing the facilities and services of UNCSA. Furthermore, it establishes guidelines for accounting for time and for releasing employees from work when natural conditions prohibit some employees from reporting to work or emergency conditions necessitate suspending operations or closing state offices.

II. Scope:
This policy provides guidance for all UNCSA employees and students when adverse weather conditions impact normal operations.

III. Definitions:
A. “Adverse Weather” and “Other Conditions of a Serious Nature” mean conditions that may prohibit some employees from reporting to work but that do not necessitate the curtailing of operations or closing of facilities.
B. “Delays” occur when campus conditions are safe enough for operations; however, conditions in the surrounding areas may hamper the travel of faculty, staff, and students.
C. “Emergency Closings” occur when campus conditions are unsafe for normal pedestrian or vehicular traffic. Conditions on campus are hazardous to life or safety, including, but not limited to: catastrophic life threatening weather (significant 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, and other similar events or conditions.
D. “Mandatory Employees” or “Emergency Employees” means employees who are required to work during an emergency because their positions have been designated by UNCSA as emergency and/or essential to University operations during emergencies.
E. “Regular Workday Hours” means schedules starting at approximately 7 a.m. and ending at approximately 6 p.m.

IV. Policy:
A. General Policy

1. The UNC System Adverse Weather Policy went into effect on 1/1/2016. The University of North Carolina School of the Arts (UNCSA) has its own Adverse Weather and Other Emergency Conditions Policy that our staff, faculty, and students will follow. It is based on the UNC System’s policy.

2. The Provost has been given delegated authority to determine and announce all decisions to delay or cancel activities of the University related to adverse weather or other emergency conditions. Note: Public announcements about closings or late openings applicable to other State agencies, or to other State employees, may not apply to UNCSA or its employees.

3. Under the new policy there are three Adverse Weather Conditions:

a. Condition 1 – Reduced Operations

i. The University is open, but some operations may be reduced and classes may be canceled.
ii. If the Chancellor or Provost announces that classes are being held under Adverse Weather Condition 1, the following rules apply:

1. Students who miss scheduled activities will be allowed to make up any work missed.
2. Faculty members should make arrangements to complete all interrupted activities.
3. Individual faculty may use discretion to adjust their own class schedules and arrange any make-up work.

iii. Non-mandatory employees can decide to leave early, arrive late, or not report, with timely notice to their supervisor. They must use personal leave if not working. Alternatively, and only with supervisor approval, these employees may work from home or an alternate site.
iv. Mandatory employees must report to or remain at work unless otherwise notified.

b. Condition 2 – Suspended Operations

i. Classes are canceled.
ii. All non-mandatory operations are suspended.
iii. Non-mandatory employees must not report, or must leave campus. They use personal leave if not working. Alternatively, and only with supervisor approval, these employees may work from home or an alternate site.
iv. Mandatory employees must report to or remain at work unless otherwise notified.
v. Non-residential students must not report, or must leave campus.

c. Condition 3 – Closure

i. Classes are canceled.
ii. Offices and facilities are closed.
iii. Non-mandatory employees must not report to work and must leave campus. These employees are not required to use personal leave when absent from work.
iv. Mandatory employees must report to or remain at work unless otherwise notified.
v. Non-residential students must not report, or must leave campus.

B. Notification:
During adverse weather events and other emergency conditions when the University’s schedule is altered, operational status will be available through the University’s web page, main telephone number (336-770-3399), UNCSA ALERT texts and email, social media, and news media outlets.

1. Condition 1-Reduced Operations

a. Personnel

• Mandatory Personnel. Mandatory employees (those designated) are required to report to work or remain at work.
• 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.
• 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.

b. Pay and Time Reporting

• Non-Mandatory Personnel. 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.
• Mandatory Personnel. SHRA non-exempt (subject to FLSA) employees who are required to work during Condition 1 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.

2. Condition 2-Suspended Operations

a. When the University is under suspended operations, faculty, staff and non-residential students must not report, or leave campus except:

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

b. Pay and Time Reporting

• 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.
• Mandatory Personnel. SHRA non-exempt (subject to FLSA) employees who are required to work during Condition 2 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.

3. Condition 3-Closure

a. Presence on Campus. When the University is closed, faculty, staff and non-residential students must not report, or must leave campus except:

• Mandatory Personnel. 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 hours missed to be charged to leave or without pay; and
• Any other employee who is notified by an appropriate supervisor on a situation-specific basis to report to work in spite of closing. Employees are responsible for ensuring they can be reached via valid contact information.

b. Pay and Time Reporting

• Non-Mandatory Personnel. 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.
• Mandatory Personnel. SHRA non-exempt (subject to FLSA) employees who are required to work during Condition 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.

C. Frequently Asked Questions

1. The University is under a Condition 2- suspended operations for adverse weather. I am not a mandatory employee, but my roads seem safe. Can I come into work so I don’t have to make up the hours?
Answer: No, only mandatory employees are allowed to be on campus during a Condition 2 or 3adverse weather event.

2. I am a mandatory employee and cannot get to work due to the weather. What am I supposed to do?
Answer: Mandatory employees are necessary for the operation of the University. If a mandatory employee cannot get to work due to weather, he/she should contact the supervisor/manager as soon as possible. The employee will need to use leave time or make up the time within 90 days of the weather event with supervisor approval. The employee may be subject to disciplinary action as well.

3. I thought we had 12 months to make up adverse weather time. Why is it only 90 days now?
Answer: The Office of State Human Resources (OSHR) changed the policy on January 1, 2015, to reducing the time to 90 days to make up adverse weather leave. This is also part of the UNC adverse weather policy.

4. I heard I can work from home during adverse weather. Is that true?
Answer: The new adverse weather policy gives more flexibility to be able to work from home or an alternative location with supervisor approval.

5. If I am out sick, on a vacation day off or on FMLA during adverse weather, what happens?
Answer: The adverse weather rules state that you must use your sick day, vacation day or FMLA even if the University is under an adverse weather condition.

6. How do I track adverse weather in my Leave Report?
Answer: Refer to Human Resource Leave Administration web page for tracking leave.

D. Reference Chart for Adverse Weather

Adverse weather condition levelsV. Revision History

A. February 17, 2011 - Adopted by the Board of Trustees as part of the UNCSA Policy Manual

B. April 24, 2017 - Revised to reflect the UNC System Adverse Weather and Emergency Policy.

___________________________________________________________________________________

University of North Carolina School of the Arts

Adverse Weather Procedures

Procedure #101

I. Report Closings. The Office of Human Resources is responsible for reporting all closings to the Office of State Personnel and UNC General Administration within five days after the occurrence.

II. Procedures for Delayed Opening, Reduced or Suspended Operations, Emergency Closure

A. Responsibilities

1. Prior to the Decision to Close or Delay Opening:

a. The UNCSA Chief of Police will:

i. Participate in the Winston-Salem area "University Chiefs" conference call to share information and determine what each Chief is recommending to their respective schools.

ii. Develop a recommendation regarding the opening, emergency closing, or delaying of School considering all of the information presented, including, but not limited to: weather status, travel advisory status, conditions on public roadways surrounding the campus, conditions affecting vehicular and pedestrian traffic on campus, input from Facilities Management, input from other area schools, and any other relevant input regarding opening, closing, or delaying School.

iii. Contact the Provost or designee, provide him/her with a thorough, up-to-date briefing and discuss a recommendation regarding opening on-time, early morning delay, or emergency closing.

b. The Provost will:

i. Make a determination to open on time, delay, suspend operations or emergency closure status prior to 5:45 a.m.

ii. Inform the Chief of Police of the decision.

c. The UNCSA Police Department Shift Command Officer will:

i. Ensure that s/he, or assigned officers, thoroughly inspect the condition of the UNCSA roadways, parking areas, walkways, steps, paths, and facilities for any safety-related concerns. Safety-related concerns include, but are not limited to:

a. Accumulated snow or ice creating a significant safety hazard for the normal operation of vehicular traffic on campus.

b. Icy walkways or steps creating a significant hazard for pedestrians walking between buildings or across campus grounds.

c. Flooding, sleet, snow, and/or ice creating a significant hazard for vehicles traveling to/from UNCSA properties.

ii. Contact the designated Facility Management staff to collaboratively assess and determine if they can adequately resolve safety-related concerns in a timely fashion. Shift command shall share any weather information regarding Winter Storm Watches or Warnings when making this determination.

iii. Contact the on-call administrator with a thorough, up-to-date briefing on the:

a. Weather status (advisory, watch, warning);

b. Travel advisory status (snow alert, snow emergency);

c. Conditions on public roadways surrounding the campus;

d. Conditions affecting vehicular and pedestrian traffic (snow covered/icy walkways,steps, etc.) on campus;

e. Input from Facility Management; and

f. Other input regarding opening, closing or delaying School.

d. UNCSA Police Department On-Duty Officers will observe the impact of weather conditions on campus and surrounding areas.

e. The Emergency Communications Center On-Duty Communications Officer will:

i. Monitor the Weather Preparedness service for any announcement of a Weather Outlook, Winter Storm Advisory, Winter Storm Watch, and/or Winter Storm Warning.

ii. Notify on duty UNCSA Police personnel of any Winter Weather Outlook, Advisory, or Watch.

iv. Monitor and provide relevant information to designated individuals until the adverse weather conditions subside.

2. Upon Notification of a Delay or Closure:

a. Client Services office and the UNCSA Police Department will work collaboratively to ensure that all campus buildings are appropriately secured.

b. UNCSA Police will send out campus notification via UNCSA ALERT. This will automatically send a text and email to all subscribers, update the UNCSA website, and update UNCSA social media.

c. The Office of Marketing and Communications will:

i. Record message of the decision on the university's main line (336-770-3399).

ii. Notify radio and television stations on Inclement Weather Policy Media Notification List.

iii. If needed, will submit an announcement to the announcements section of My SA with additional information about transportation, etc.

d. Student Life will post signs in dining and residence halls.

B. Timeline of Procedures. In the event that adverse weather conditions develop after 5 p.m. the previous day, the UNCSA police will use the following timeline (to the extent possible) to facilitate an informed, timely UNCSA administrative decision regarding operational changes for the following day.

  • 3-4 a.m.: The command officer will thoroughly inspect the conditions in and around UNCSA and consult with the Facilities Management staff, if needed.
  • 4-4:45 a.m.: The command officer will contact the UNCSA Chief of Police or on-call administrator with a thorough, up-to-date briefing.
  • 4:45-5 a.m.: UNCSA Chief of Police will conference call with the other Winston-Salem area Universities' Chiefs of Police to determine the status of the other Universities.
  •  4:45-5 a.m.: UNCSA Chief of Police will contact the Provost (or designee) with a briefing and discuss recommendations for UNCSA.
  • 5-5:45 a.m.: The Provost will make a determination to open on time, delay, or close campus prior to 5:45 a.m. The Provost will inform the Chancellor, Vice Chancellor for Business Affairs, Vice Provost and Dean of Student Affairs, Director of Human Resources, and Chief of Police of this decision. The Chief of Police or his/her designee will inform Marketing & Communications for the delivery of the appropriate message.

C. Performances and Other Event Cancellations

1. For all performances (school sponsored and non-school sponsored) held at a UNCSA venue, the Provost (or designee) will confer with the Chief of Police, the presenting arts dean, the Dean of Design & Production, and the Chief Marketing Officer, to decide on the appropriate course of action.

2. Once the decision has been made, the Chief Marketing Officer will contact the Office of Marketing & Communication's designee.

3. The Office of Marketing & Communication will:

a. Record message of the decision on the university's main line (336-770-3399)

b. Notify radio and television stations on the Inclement Weather Policy Media Notification List; AND

c. Notify Digital Media team for website and social media announcements.

4. For evening and weekend non-public activities, including auditions and rehearsals, the Provost, in consultation with the Chief of POlice and responsible Dean, decides about cancellations or postponement and notifies participants, which may be Stevens Center staff, Admissions staff, as well as the Office of Marketing Communications designee.

III. Types of National Weather Service Communications

A. Outlook - An outlook is issued by the National Weather Service when significant winter precipitation is possible in the next three to five days. It serves as a recommendation to monitor later forecasts and information.

B. Snow or Winter Storm Advisory- An advisory is issued by the National Weather Service indicating that winter precipitation (snow, sleet, etc.) is possible, but it is not expected to produce significant risks to life and/or property. However, it still may impact travel or other activities.

C. Snow Alert - A broadcast is issued indicating that roadways are hazardous with blowing and drifting snow. It is provided as counsel to travel if necessary, but to exercise reasonable caution for the conditions.

D. Snow Emergency - A broadcast is issued indicating that roadways are extremely hazardous and closed to non-emergency personnel. Travel is restricted to those that travel because it is absolutely necessary. Police may impose an order that non-emergency personnel that travel are subject to arrest.

E. Winter Storm Warning - A warning is issued by the National Weather Service local office indicating that a winter storm is either imminentor has been reported. A warning indicates the need to take action to protect life and property.

F. Winter Storm Watch - A watch is issued by the National Weather Service indicating that a winter storm is possible, i.e. conditions are more favorable than usual for it to occur. This is a recommendation for planning, preparation, and increased awareness (i.e., to be alert for changing weather, listen for further information, and think about what to do if the danger materializes).