Adverse Weather and Emergency Events

ADVERSE WEATHER AND EMERGENCY EVENTS

 Update 8:15 PM 03-12-2018

The UNC System Office will operate in Condition 1 starting at 1:00 pm on Monday, March 12, 2018 through 10:00 am on Tuesday, March 13, 2018.

This webpage will be updated as conditions change and any significant updates will also be communicated by email and text. A message will also be on the UNC System main phone line (919-962-1000).

Please stay safe and make good decisions about attempting to travel during anticipated severe weather conditions. 

UNDER CONDITION 1:

  • UNC System Office will officially remain open, however many non-mandatory operations may be substantially reduced.
    • Non-mandatory employees have the option to report late, leave early, or not work at all based on their own personal circumstances.
    • However, employees are responsible for informing their supervisors in a timely manner of all such decisions. 
    • 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.
    • Otherwise, mandatory employees will follow the same guidelines as their non-mandatory colleagues.
    • 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. 

  

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.

  • Employees who are already out on approved leave will charge the approved sick, annual, compensatory, or bonus leave, with no provisions for make-up time.
     
  • For other employees, compensatory time balances, if available, must be applied to absences first before leave, leave without pay, or make-up time.
     
  • Employees may use annual/vacation and/or bonus leave to cover Condition 1 or 2 absences.
     
  • Supervisors may advance employees annual/vacation leave that would be accrued by the end of the 2017 calendar year.
     
  • Temporary employees are paid only for hours worked and are not eligible to receive paid time off.

MAKE-UP TIME:

  • GA will allow employees to make-up time within 90 calendar days for time missed during the Condition 2 status, with approval from your supervisor. 
     
  • Employees do not have access to code make-up time as “Administrative Absence” in TIM. Therefore, any make-up hours approved by your supervisor to be recorded as “Administrative Absence” should be emailed to Kris Silver at mksilver@northcarolina.edu.

  • Supervisors and employees must use the attached make-up time agreement to record all make-up hours. This time must be made up within 90 calendar days of the occurrence.  
     
  • Overtime can be used to make up time but overtime should only be used due to business needs as determined by the supervisor.
     
  • Supervisors are encouraged to provide employees flexible schedule opportunities for the remainder of this work week (through Sunday) for employees to make up time lost this week.
     
  • Because next week is also a holiday week, supervisors are encouraged to provide employees flexible schedules next week to work additional hours to make up time lost this week.
     
  • If make-up time is not approved and an employee does not have or chooses not to use annual and/or bonus leave, the employee will take leave without pay.

MANDATORY EMPLOYEES:

  • Overtime eligible mandatory employees who were specifically required to report to the worksite will be awarded equal time off (ETO).  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 Kris Silver, UNC System Office Payroll & Leave Coordinator at mksilver@northcarolina.edu or 919-843-5674. 

FORMS: