Adverse Weather

The University must assure the delivery of critical services to its students, clients, customers, patients, and the general public during a variety of adverse weather and emergency events. Recognizing the varied geographic locations and diversity of University facilities, it is the intent of this policy to establish uniform operations during times of adverse weather conditions.

Refer to the Adverse Weather Policy for additional details.

Adverse Weather: Significant accumulation of snow or ice, high winds, tornadoes, 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.

Emergency Events: Unusual situations that may adversely impact the University’s 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), major public transit disruptions, and special directives or restrictions from public safety authorities.

Mandatory Employees: Employees whose presence has been determined to be mandatory to University operations during certain types of adverse weather or emergency events.

Mandatory Operations: Services that have been determined mandatory to continue during various types of adverse weather and emergency events. Typical examples include law enforcement and public safety, direct patient care, operating high risk or sensitive research facilities, critical student support services, facility operations, and campus utilities. These services could also include administrative operations that support critical University activities or infrastructure.

Non-mandatory Employees: Employees who have not otherwise been designated as mandatory during adverse weather or emergency events.

 

Adverse Weather Conditions

Condition 1 – Reduced Operations

Classes are in session and the University is open, but some operations may be reduced. During adverse weather conditions, employees should take reasonable precautions for personal safety. Mandatory employees must report to or remain at work. Non-mandatory employees should make a good faith effort to remain at or report to work taking reasonable precautions and judgments for personal safety.  Those who do not work must use leave (comp, annual, bonus or special bonus leave) or make up time based on departmental need. Non-mandatory employees may also arrange for alternative work locations if approved to do so.

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. Non-mandatory employees must leave or not report to work and must use leave (comp, annual, or bonus) or make up time based on departmental need. Non-mandatory employees may also arrange for alternative work locations if approved to do so.

Condition 3 – Closure

The use of condition 3 is dependent on the approval of the UNC System President.  UNC schools may declare a condition 2 and then work with the UNC System on a condition 3 approval depending on the severity of the event after the fact.  If approved, classes are cancelled, and the university is closed. Mandatory employees must remain at or report to work, as directed by their manager and/or supervisor. Non-mandatory employees do not report to work and do not use leave to cover the absence.

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.

 

Pay & Time Reporting

Non-mandatory Employees

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:

  • The employee can use compensatory time (SHRA/CSS non-exempt employees only), annual and/or bonus/special bonus leave, if available. Note: Compensatory time, if available, must be used first.
  • 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).
  • 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 leaves 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.
  • 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.

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/CSS 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.

 

Mandatory Employees

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.

Condition 2 and 3 (Non-Exempt mandatory employees)

Additional Equivalent Time Off (ETO):

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:

  • ETO is in addition to and does not replace any required FLSA overtime or compensatory time for time worked.
  • 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.
  • 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.
  • FLSA exempt employees are not eligible to receive ETO.

 

Reporting Adverse Weather in Kronos

When an employee misses time at work due to adverse weather, the employee and their manager/supervisor are responsible for ensuring that the employee either makes the time up within 90 days of the event or submits a leave request to cover the missed time.

Managing Adverse Weather Makeup in Kronos