Adverse Weather and Emergency Events

ADVERSE WEATHER AND EMERGENCY EVENTS

 

Update: 12-10-18 6:00 pm

 

The UNC System Office will be in Condition 2 of the Adverse Weather and Emergency Events policy effective 7 pm Sunday through Noon Tuesday (Dec 11). Under Condition 2, employees must not report to work unless required to do so as mandatory employees. Employees may use available leave to cover the Condition 2 period, work remotely, or make up the time later in the work week or at a later date. 

Starting at Noon Tuesday through Noon Wednesday (Dec 12), the System Office will operate under Condition 1 of the Adverse Weather Policy.

We will continue to monitor conditions over the weekend and will send updates (by text, by email, and on the System and HR websites) as the situation evolves.

Please stay safe and make good decisions about attempting to travel during anticipated severe weather conditions. Go to ReadyNC for more information on preparing for weather-related events.

 


 

UNDER CONDITION 1:

  • UNC System Office will officially remain open, however many non-mandatory operations may be substantially reduced.

o    Non-mandatory employees have the option to report late, leave early, or not work at all based on their own personal circumstances.

o    However, employees are responsible for informing their supervisors in a timely manner of all such decisions. 

o    Employees must code available leave for any work time missed during a Condition 1 status, unless their supervisor authorizes off-site work (e.g., teleworking) or the Governor issues an Executive Order permitting leave with pay for any missed time. 

  • Mandatory employees will be required to report to work if specifically directed by their supervisor.

o    Otherwise, mandatory employees will follow the same guidelines as their non-mandatory colleagues.

o    Note: Mandatory UNC-TV employees should consult their direct supervisor for specific instructions related to the support of critical UNC-TV operations.

  • For those UNC System Office employees who have a duty station at another UNC system institution, please follow any declared adverse weather condition level at that institution. 

 

UNDER CONDITION 2:

  • UNC System Office has suspended normal operations.

o    Non-mandatory employees are instructed not to report to work; this is not optional.

o    Employees may choose to work remotely, but must not report to their work location. 

o    Employees must code available leave for any work time missed during a Condition 2 status, unless their supervisor authorizes off-site work (e.g., teleworking) or the Governor issues an Executive Order permitting leave with pay for any missed time. 

  • Mandatory employees are required to report to work if specifically directed by their management.

o    Otherwise, mandatory employees will follow the same guidelines as their non-mandatory colleagues.

o    Mandatory UNC-TV employees should consult their direct supervisor for specific instructions related to the support of critical UNC-TV operations.

  •  For those UNC System Office employees who have a duty station at another UNC system institution, please follow any declared adverse weather condition level at that institution. 

  

Notification Procedures

During adverse weather and emergency events, status updates will be communicated by email, text and messages on the UNC System Office main phone line. 

Public announcements about closings or late openings applicable to other state agencies or UNC Chapel Hill, do not apply to UNC System Office employees.
 

Key Policy Communications

Useful National Weather Service (NWS) links:

Adverse Weather Condition Levels

The President has the authority to declare three condition levels under this policy. This determination takes into consideration information from the National Weather Service (NWS), local law enforcement, and others, but does not require that a NWS weather warning be in place to designate a condition level. If a condition level has not been designated, then employees are expected to report to work as usual.

  • Condition 1 (Reduced Operations):  The institution remains largely open but may have some reduced operations due to limited staffing. Non-mandatory employees must use their discretion in determining their safety to report to or remain at work.
     
  • Condition 2 (Suspended Operations):  The institution remains open on a limited basis and has suspended all but mandatory operations. Non-mandatory employees must not report to or remain at work.
     
  • Condition 3 (Closure):  Due to severe conditions, the institution is closed for business. Non-mandatory employees must not report to or remain at work.

These condition levels also may be applied to specific locations or buildings (e.g., extended outage of heat or air conditioning, burst pipes causing flooding, etc.) and to related employee groups, based on the scope, severity, and nature of the weather or emergency event.

 

Policies and Other Resources

 

RECORDING ABSENCES UNDER CONDITIONS 1 and 2:   

  • Employees must record available leave for any work time missed during a Condition 1 or 2 status, unless the employee's supervisor authorizes offsite work (e.g., teleworking) during the Condition status or elects to apply make-up time that occurs under Condition 2 (see next section below). 
  • Employees who are already out on approved leave during the timeframe of the event will charge the appropriate leave type as originally approved with no provisions for using other leave or make-up time.
     
  • Supervisors may provide employees flexible schedule opportunities for the remainder of the affected work week (the work week is Monday through Sunday) for employees to make up time within that week to avoid the need to use their available leave (or to use make-up time under Condition 2).
     
  • Employees may use annual/vacation and/or bonus leave to cover Condition 1 or 2 absences as well as other paid time off (“PTO” such as compensatory time off, Holiday ETO, etc.).
     
  • For FLSA non-exempt employees, compensatory time off, if available, must be applied to  before vacation/annual leave, bonus leave, or other PTO leave without pay, and must use CTO before applying make-up time under Condition 2.
     
  • Supervisors may advance employees annual/vacation leave that would be accrued by the end of the calendar year to cover absences.
     
  • Temporary employees are paid only for hours worked and are not eligible to receive paid time off.

 

MAKE-UP TIME FOR CONDITION 2

  • The University will allow employees to make-up time within 90 calendar days for time missed during the Condition 2 status, with approval from the employee’s supervisor. 
     
  • Employees cannot directly code make-up time in TIM. Supervisors and employees must use the Adverse Weather Make-Up Agreement to record all make-up hours requests and send to Demetria Wallace at dtwallace@northcarolina.edu (UNC-TV employees may send to UNC-TV HR).
     
  • Overtime hours accrued during the 90-day make-up period can be used to make up time, but this overtime should only result from actual business needs as determined by the supervisor (overtime should not be worked by the employee in a general sense for the purpose of making up work time).
     
  • Employees may work additional hours in a work week during the 90-day period where the employee uses vacation/bonus/sick leave for other purposes in order to makeup adverse weather time.
     
  • Because employees receive holiday pay in a holiday week that is not affected by the number of hours the employee works in that week, supervisors may provide employees flexible schedules during a holiday week to work additional hours (not on the holiday itself) and use that time to make up time adverse weather.
     
  • If make-up time is not approved and an employee does not have or chooses not to use vacation/annual and/or bonus leave or available PTO, then the employee will take leave without pay.

 

MANDATORY EMPLOYEES

  • Overtime eligible FLSA non-exempt mandatory employees who were specifically required to report to the worksite will be awarded equal time off (ETO) during Condition 2 or 3.  ETO will be awarded on an hour-for-hour basis. 
     
  • Overtime exempt mandatory employees are not eligible to receive ETO.

 

QUESTIONS:  

  • For questions regarding accounting for time missed in TIM, please contact Demetria Wallace, UNC System Office Payroll & Leave Coordinator at dtwallace@northcarolina.edu or 919-843-5674.