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Adverse Weather Policies

The UNC System Adverse Weather Policy went into effect on 1/1/2016. NC State University has its own Adverse Weather and Other Emergency Conditions Policy that our staff and faculty will follow. It is based on the UNC System’s policy.

The Chancellor 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 NC State University or its employees.

Under the new policy there are three 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 have the option to report late, leave early or not work at all. Those who do not work 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 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: Classes are cancelled and the university is closed. Mandatory employees must remain at or report to work. Non-mandatory employees do not report and do not use leave to cover the absence.

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, news media outlets, the WolfAlert System, email, etc. Employees may also call 919-513-8888 for the status of University closings.

Condition 1- Reduced Operations

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.

Pay and Time Reporting

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.

If the Chancellor or Provost announces that classes are being held under adverse weather condition 1, the following rules apply:

  • Students who miss scheduled activities will be allowed to make up any work missed.
  • Faculty members should make arrangements to complete all interrupted activities.

Condition 2- Suspended Operations

When the University is under suspended operations or closed, no faculty members, or staff members are expected to be on 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

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.

Condition 3- Closure

Presence on Campus. When the University is closed, no faculty members, or staff members are expected to be on 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 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

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.

Location and Affected Facilities

  • 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.

FAQs

  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 3 adverse 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 and the NC State regulation.
  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 the Web Leave System?
    Answer: See instructions for tracking web leave.

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