NC State University

Adverse Weather and Other Emergency Conditions Policy

POL 04.20.1

November 21, 1997 Archived Version (Effective November 21, 1997 through February 16, 2006)

Health, Safety and Welfare

 

Authority: Board of Trustees

History: First issued: November 25, 1996; Last Revised: November 21, 1997. Additional History Information.

Additional References: UNC Code: Appendix I.C (personnel), XVI (facilities)

Contact Info: Director of News Services (919) 515-3470

  1. NC State University is a 24-hour operation that is open seven days a week. The university must provide housing, food and health and security services to students which require large-scale infrastructure and program support. In addition, research projects require round-the-clock support to ensure laboratory animals and experiments receive adequate care and to prevent loss of long-term experimental data. Therefore, all employees are expected to report to work during their regular workdays unless notified pursuant to the procedures supporting this policy.

  2. Under adverse weather or other conditions, the university may remain open or may close. The implementation of the State of North Carolina adverse weather policy does not apply at NC State; rather, the university has its own Adverse Weather and Other Emergency Conditions Policy and procedures.

  3. If conditions occur that the Chancellor determines to be hazardous to the health, safety and welfare of the campus community, the Chancellor may elect to close the university, at which time the closing procedures will be followed.

  4. Under adverse weather and other emergency conditions, NC State facilities located in Wake County but not on the Main, West or Centennial Campus, shall adhere to the policy and supporting procedures. County centers of the N.C. Cooperative Extension Service shall follow county government guidelines for adverse weather and other emergency conditions. The directors of other units located outside Wake County, which include but are not limited to the 4-H camps, Seafood Laboratory, Minerals Research Laboratory, research stations and other outlying facilities shall consult with the dean of the college or the vice chancellor under whom the unit falls administratively to determine the operational status of the unit under adverse weather and other emergency conditions. The unit director shall also notify local news media as appropriate to communicate the operational status of the unit to its employees and the public. It will be the dean's or vice chancellor's responsibility to keep an updated list of all outlying units and the names of the unit directors on file in the office of the Vice Chancellor for Finance and Business.

  5. All employees who lose work time due to university closings or adverse weather and other emergency conditions must make up the time or take vacation leave in accordance with state policy and the Fair Labor Standards Act. Employees in critical role positions who fail to report to work may be subject to disciplinary action depending upon the circumstances. All policies can be found in the Human Resources Policy Manual.

  6. PROCEDURES

    7. 6.1 Adverse Weather and Other Emergency Conditions When the University is not Closed

    6.1.1 This procedure addresses the processes under which the university will operate under the university's Adverse Weather and Other Emergency Conditions Policy. The Vice Chancellor for Finance and Business, as delegated the authority by the Chancellor, will make the decision to implement this policy in consultation with the Chancellor and other university administrators as appropriate.

    1. During periods of adverse weather and other emergency conditions when the university's schedule is altered, university operational status will be available through news media outlets, university voice mail and Internet. The status of the university may be obtained by calling 919-513-8888.

    2. During adverse weather and other emergency conditions, faculty, staff and students are responsible for their regularly assigned duties.

    3. However, there are times when travel to the campus may be hazardous.

      1. Employees in non-critical roles must make their own decision about reporting to work, based on personal safety.

      2. Faculty will make reasonable efforts to hold classes, taking into consideration actual conditions.

      3. If a class meets, individual students will not be penalized for non-attendance and will be allowed to make up any missed work.

    4. If the university is operating under the Adverse Weather and Other Emergency Conditions Policy, decisions on canceling athletic or other individual university-sponsored events that require snow removal, public safety assistance and other university services shall be made in a timely and logical manner by the sponsoring unit, in conjunction with the Vice Chancellor for Finance and Business. These units will also be responsible for ensuring communication of event status to internal and external audiences through campus News Services and other means.

    6.2 Closing of the University

    6.2.1 This portion of the procedure addresses the circumstances and procedures under which the university is closed. Closing of the university means that all classes are canceled and offices are closed. The Vice Chancellor for Finance and Business, as delegated the authority by the Chancellor, will make the decision to close the university in consultation with the Chancellor and other university administrators as appropriate.

    1. The closing of state government offices does not apply to the university.

    2. If conditions are such that closing the university is necessary, the Chancellor or his designee will request that public announcements be made. These announcements will be made by the university through radio, television, voice mail and Internet. Announcements generally referring to state employees do not apply to NC State University employees. NC State University employees must listen for specific announcements mentioning NC State University. The status of the university may be obtained by calling 919-513-8888.

    3. When the university is closed, only employees in positions designated as "critical" are expected to report to work. For purposes of this policy, each unit supervisor is responsible for informing their employees if their employee status is deemed "critical."

      4. A position is defined as "critical" when it is vital to the operations of the campus, whether the university is closed or operating under the Adverse Weather and Other Emergency Conditions Policy. These positions shall be identified, and the individuals in these positions shall be notified as soon as the positions are designated "critical." Employees who are uncertain if their positions have been designated "critical" should ask their supervisor.

    4. If conditions develop during the workday that warrant closing the university, the campus will be informed through normal supervisory channels.

    5. If the university is closed, scheduled events will be held only by exception. Decisions about major athletic and Reynolds Coliseum events shall be made by the Director of Athletics, in consultation with the Chancellor and Vice Chancellor for Finance and Business. Decisions to hold other athletic and individual university-sponsored events which would require security, snow removal and the other university services shall be the responsibility of the sponsoring unit, in consultation with the Vice Chancellor for Finance and Business.

      6. Athletics and other sponsoring units shall have a defined process for making these decisions in a timely and logical fashion. Sponsoring units are responsible for developing formalized decision-making processes, and updated copies of these processes shall be on file in their offices and in the Office of the Vice Chancellor for Finance and Business. If it is necessary that announcements be made about major athletic or major university sponsored events, the sponsoring units will be responsible for communicating the status of events to their internal or external audiences through campus News Services and other means.

    6. If the university has closed, public announcements by radio, television, voice mail and Internet will be made to announce when normal operations will resume. The status of the university may be obtained by calling 919- 513-8888.

    6.3 Communications Responsibility for Closings or Adverse Weather and Other Emergency Conditions

    6.3.1 The university Crisis Communications Team shall be responsible for ensuring timely, accurate and adequate communications about university closings or operations under the state Adverse Weather and Other Emergency Conditions Policy and for keeping the Chancellor and Vice Chancellor for Finance and Business apprised of all events and proposed actions during any crisis or emergency.

    6.3.2 The Crisis Communications Team is activated at the direction of the Chancellor or Vice Chancellor for Finance and Business or upon the recommendation of a member of the Core Crisis Communications Team. The Core Crisis Communications Team shall consist of the Associate Vice Chancellor for Public Affairs, Associate Vice Chancellor for Business, Associate Vice Chancellor for Facilities, News Services Director, Associate Vice Chancellor for Human Resources, and Vice Chancellor for Student Affairs. This core team shall assess the situation and add additional members, based on the area affected, to form a Crisis Communications Team.