Adverse Weather Policies
- Pay and Time Reporting
- Location and Affected Facilities
- Guiding Policies and Other Resources
The Office of State Human Resources (OSHR) has updated its policies on adverse weather and emergency closings effective January 1, 2015. Under the new guidelines, employees have 90 days to make up adverse weather leave with supervisor approval. To review the new OSHR policy click on this link: State of NC OSHR Adverse Weather Policy. NC State University has its own Adverse Weather and Other Emergency Conditions Policy however, we must follow the OSHR policy regarding the 90 days to make up adverse weather leave.
The Chancellor has been given delegated authority to determine and announce all decisions to close, 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, do not apply to NC State University or its employees.
When the University is closed or opens late, no students, faculty members, or staff members are expected to be on campus except:
- Students who reside in campus housing; and
- Employees who have been issued advance written instructions on a standing basis by the appropriate department head requiring that they report to work on their regular schedule in spite of closing-generally because they are in positions designated as "required for the essential operations of the institution," and
- Any other employee who is notified by an appropriate supervisor on a situation-specific basis to report to work in spite of a closing. Employees are responsible for ensuring they can be reached via valid contact information.
During adverse weather when the University does not close, essential employees are required to report and must make all necessary arrangements to do so as quickly and safely as possible. Failure to report when required may result in disciplinary action. Non-essential employees are encouraged to report to work. However, the University recognizes that factors such as transportation, public school closings, and other childcare arrangements are considerations, and non-required personnel are permitted to determine for themselves whether they should report and can do so safely.
During adverse weather events and other emergency conditions when the University's schedule is altered, operational status will be available through news media outlets, University voice mail, and Internet. Call 919-513-8888 for the status of University closings.
Directors of units outside Wake County will notify the local media outlets to communicate the operational status of the unit to its employees and the public.
If adverse weather conditions develop during the day, employees will be notified of closings through normal supervisory channels.
When the University is closed or opens late (Status 1 or 2):
- Non-Essential Personnel- Regular employees whose presence is not required will not be docked pay for regularly-scheduled work hours missed due to official closing or late opening, nor will they be required to make up the work time or report such time as annual or other accrued leave.
- Essential Personnel- Regular, leave-earning, SHRA staff and EHRA professionals (non-faculty) who are required to work will be granted equivalent paid time off 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 comp, annual or sick time), and must be used within 12 months or forfeited. In addition, SPA 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 40 in the affected workweek. SHRA employees who are FLSA exempt may receive overtime compensation (at straight time on an hour-for-hour basis) in exceptional circumstances if funds are available and if authorized on an institution-wide basis by the Provost and Vice Chancellor of Finance and Business.
When the University announces that classes or other campus activities are cancelled - or that classes are being held under adverse weather advisory (Status 3 or 4):
- Regular, leave-earning SHRA staff and EHRA professionals whose presence is not required may use accrued annual leave, comp time, or bonus leave for work time missed. If no paid leave is available, they may take time off without pay.
- Alternatively, they are permitted to make up the absence within 90 days at a time mutually agreeable to their supervisor. This time should be made up at the "straight time" pay rate, either during the same workweek, or in a week in which the employee would not otherwise work 40 hours (such as a week that includes a vacation, holiday, or sick day). However, non-exempt employees may make up lost time as overtime (at a time-and-a-half rate), if management approves the overtime in response to a bona fide need for work in excess of 40 hours in a week. Time not made up within the 90-day period will be charged against annual or bonus leave if available or adjusted from pay. Make-up time is not an employee entitlement, but based on operational need
- Essential Personnel- Regular, leave-earning, SHRA staff and EHRA professionals (non-faculty) who are required to work do not receive paid time off on an hour-for-hour basis to be used at a future date.
- All University-affiliated facilities in Wake County are subject to these procedures, and must remain open with at least skeleton staffing unless there is an official announcement by the Chancellor or Provost.
- County centers of the North Carolina Cooperative Extension Service should follow their county government's guidelines for adverse weather and other emergency conditions.
- Directors of other units located outside Wake County, such as 4-H camps, research stations and laboratories, and other outlying facilities should consult with the Dean or Vice Chancellor of the college or administrative division under which the unit falls to determine their operational status during adverse weather or other emergency condition. The unit director should also notify local news media as appropriate to communicate the operational status of the unit to its employees and the public. Each Dean and Vice Chancellor is responsible to maintain an up-to-date list of all outlying units with current contact information, and to share a copy of that list with the Office of the VC F&B.
- Employees who work in alternate locations not affected by the adverse weather or unusual conditions are expected to work their normal schedule