REG - 80.02.2 Adverse Weather and Emergency Event Policy

1. Policy

1.1 North Carolina Central 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 and facilitate an orderly transition to more limited operations if conditions make that necessary. Recognizing the varied geographic locations and diversity of University facilities.

1.2 This policy establishes expectations for University operations and employee responsibilities during such events and aligns with UNC System Adverse Weather and Emergency Event Policy requirements.

2. Employees Covered (Scope)

2.1 This policy applies to all employees of North Carolina Central University.

3. Definitions: North Carolina Central University adopts the following UNC-System aligned definitions:

3.1 Adverse Weather – Severe weather conditions (e.g., snow, ice, hurricanes, flooding) that can cause a variety of safety risks to employees, students, clients, 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 University or one or more of its operating units.

3.1.2 Emergency - Events Unusual situations that may adversely impact the University’s ability to continue to provide services 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. 

3.1.3 Mandatory Employees - Employees required to report and remain at work during events

3.1.4 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 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. 

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

3.1.6 Determination of Mandatory Operations: The Chancellor or designee will determine, in advance where possible, which operations are mandatory.
Vice Chancellors and division leaders are responsible for:

• Identifying critical functions within their areas
• Designating mandatory employees
• Ensuring employees are notified in writing
• These determinations may vary depending on event type

4. Mandatory Employees

4.1 Mandatory employees are expected to report to or remain at work during adverse weather and emergency events and, if deemed necessary, to work a differing schedule or shift than normally assigned. When required to report to work during these events, the employee is expected to use sound judgment with respect to maintain personal safety given their individual circumstances, but to also make a substantial and good faith effort to reach the work site in a timely manner. Temporary mandatory designations may be made during critical events

4.1.2 Mandatory employees will be notified in advance, in writing (or alternatively by electronic means) of their designation. This notification may be accomplished at any point in an employee’s service with the University and will be considered an ongoing condition of employment.

4.2 The University may also take the unusual measure of “calling-in” employees who are not normally designated as “mandatory” and temporarily assign them to this status, if a specific adverse weather or emergency event is critical enough to require it.

5. Operational Condition Levels

5.1. The Chancellor (or designee) determines the University’s operational status. The Chancellor’s determination to cancel classes is a separate decision from the Chancellor’s authority to declare condition levels described below.

5.1.1 Condition 1 (Reduced Operations)
The University remains open, flexible work arrangements are encouraged, and employees may report late, leave early, or not report based on their individual circumstances.

5.1.2 Condition 2 (Suspended Operations)
Only mandatory operations continue, non-mandatory employees do not report onsite and telework is expected where feasible.

5.1.3 Condition 3 (Closure)
University operations cease except for critical functions, only designated employees are required to report, and consultation with the UNC System is required when applicable.

5.1.4 Note: Declaring Condition 3 (Closure) for the entirety of a constituent institution for a consecutive period of greater than seventy-two (72) hours requires direct consultation with and approval of the UNC System Office President.

6. Work Expectations by Condition

6.1 Supervisors are expected to prioritize telework where feasible, implement alternate work arrangements when appropriate, and maintain clear and timely communication with employees

6.1.1 Condition 1 – Reduced Operations
During Condition 1, mandatory employees are required to report to work, while all other employees may adjust their schedules, including reporting late, leaving early, or not reporting. Employees must use appropriate leave for any missed time unless they are working remotely or the Governor authorizes paid leave.

6.1.2 Condition 2- Suspended Operations
During Condition 2, only mandatory employees are permitted to report to work, and non-mandatory employees must not report onsite. Employees are required to telework if feasible and must account for time not worked in accordance with leave policies if telework is not possible.

6.1.3 Condition 3 – Closure
During Condition 3, the campus is closed, and employees must not report to work unless specifically directed. Employees are not required to use leave for missed time unless otherwise directed by the University or applicable governing authority.

7. Time and leave accounting for conditions 1 & 2

7.1 Employees must account for missed time by using compensatory time, if available. If compensatory time is not available, employees may use vacation or bonus leave. If no leave is available or elected, the time will be recorded as leave without pay (LWOP).

7.2 Make-up time may be offered at the University’s discretion and must be completed within 90 days of the event. Make-up time is not eligible for premium pay, except where required by the Fair Labor Standards Act (FLSA) for overtime.

7.3 Employees who are already on approved leave during the event must continue to use that approved leave.

7.4 Employees who are capable of teleworking are expected to work during the event. Failure to telework when able will require the employee to use appropriate leave.

8. Equivalent Time Off.

8.1 Non-exempt mandatory employees who are required to work during Condition 2 or Condition 3 will receive Equivalent Time Off (ETO) on an hour-for-hour basis. ETO must be used within 18 months of the event, is not eligible for payout, and is subject to supervisory approval.

9. Employee Accountability & Conduct

9.1 A mandatory employee who is unable to report to work or remain at work during adverse weather or emergency events on a repeat basis may be subject to disciplinary action for unsatisfactory job performance. A sustained inability to meet obligations for mandatory reporting during adverse weather or emergency events may subject an employee to more significant disciplinary action, up to and including termination.

9.2 A non-mandatory employee who physically reports to work in Condition 2 (Suspended Operations) or Condition 3 (Closure) in violation of management directives may be subject to disciplinary action for unacceptable personal conduct.

10. Communicating University Operational Status

10.1 The University will communicate operational decisions through official channels, including the NCCU website, email communications, emergency notification systems, and local media as appropriate. Supervisors are responsible for reinforcing expectations and ensuring that employees understand their responsibilities during each operational condition.

11. Limited Operations or Closures for Rented or Leased University Facilities

11.1 Landlords do not make the decision to limit or close University operations that occupy leased facilities. However, the closure of a building by a landlord will be a factor for University management to consider in deciding the operational status of University units or entities that reside in that building.

12. Event Reporting Requirements

12.1 Any constituent institution that declares any of the three condition levels set forth in this policy for adverse weather or emergency events, either for the entirety of the campus or any individual building or locations, shall formally report this event on the prescribed form(s) to UNC System Human Resources no later than forty-eight (48) hours following the end of the event. System-level reporting will be completed in accordance with required timelines.