Campus and Building Closures, Reduced Operations and University State of Emergency: Human Resources Implications

This policy and associated procedures address the human resources implications of a Campus and Building Closure, Reduced Operations and/or a declared University State of Emergency, affecting any, some or all of the campuses of the University including the recovery period following a State of Emergency in which portions of this policy would remain in effect. Please see Administrative Policy: Campus and Building Closing for events and situations where campus and building closures, reduced operation and declared university state of emergency may be enacted.

In Anticipation of a Campus and Building Closure, Reduced Operations and/or a declared University State of Emergency

• Supervisors or department leadership are responsible for communicating their Continuity of Operations Plan (COOP) when applicable, and the University Emergency Operations Plan to employees within their department, campus, college or administrative unit.
• Unless directed otherwise, individuals who are able to work are expected to work.
• University departments are encouraged to be as flexible as possible to enable as many faculty, staff and student employees to work remotely. Faculty, staff and student employees may be assigned alternate duties to support the University in whatever capacity is needed.
• If it pertains to the Campus and Building Closure, Reduced Operations and/or a declared University State of Emergency, Health, Safety and Risk Management is responsible for communicating guidelines and responding to questions related to the prevention and handling of exposure in the workplace. The guidelines will be developed with the advice of local, state and federal authorities and subject matter experts, and will be updated as the situation evolves.
• Only employees and officials with the requisite training and responsibilities will be asked to perform safety sensitive work with known hazards.
• If directed, employees should not report to the workplace and should follow procedures outlined by their departments or units for maintaining communication and direction about assignments.

During a Campus and Building Closure, Reduced Operations and/or a declared University State of Emergency

• Essential employees must report for work on site, unless they are specifically directed to work remotely.
• Back Up and Non-Essential employees must not report to campus. However, such employees must maintain regular contact with their supervisors as instructed and will be expected to perform duties remotely to the extent possible.
• Pay and health care benefits for all employees will continue throughout a Campus and Building Closure, Reduced Operations and/or a declared University State of Emergency in accordance with University policy, consistent with any directives issued by the University and pursuant to Appendix: Campus and Building, Reduced Operations, Closures and University State of Emergency: Pay Provisions and for a duration determined by the University. Corrections to compensation and to leave balances may be made following the Campus/Building Closure, Reduced Operations and/or a declared University State of Emergency if required by circumstances. Health care benefits will not be discontinued during a campus/building closure and/or a declared University State of Emergency (for example, due to lack of paid status or an employee's inability to provide the employee portion of the cost).
• Supervisors are responsible for tracking the status of their employees throughout the Campus and Building Closure, Reduced Operations and/or a declared State of Emergency in order to make the proper adjustments to leave balances, if necessary, after the campus/building closure or a University State of Emergency has ended.

Essential Positions

The term "Essential” employee as used in the policy refers to employees whose duties must be performed on site and must continue to be performed during a period of closure or reduced operations.

An Essential employee is one who has been designated as vital to the operations of the University, whose presence is required regardless of the existence of an emergency condition, or whose absence from duty could endanger the safety and well-being of the campus population and/or physical plant. Essential employees may be designated in a unit’s Continuity of Operations plan, on a situational basis, (e.g., in the event of a snow emergency only or in the event of a public health crisis) or for a defined period of time. Those employees deemed Essential employees will be notified of such designation and the location from which they can perform their duties. Designations can be changed at any time. The term Essential employee, under this policy, is not the same definition as an "essential employee" used in the Public Employment Labor Relations Act (PELRA).

Essential employees are expected to report to campus during a Campus/Building Closure, Reduced Operations, or a University State of Emergency even if contact with the department cannot be made. The exception to this is if the employee is specifically directed by their department not to report, or if directed by civil emergency or medical authorities not to report for health and safety reasons.

Departments/units are responsible for identifying Essential positions and notifying these individuals of their role. Central administration, through the senior administrator, may also designate certain positions as Essential. The senior administrator for a campus, college or administrative unit has the authority and responsibility to determine which employees are designated as Essential for a particular type of closure or emergency and will inform such employees in writing. Any position may be designated as Essential at any point during a campus/building closure, reduced operations or University State of Emergency, even if not designated Essential prior to the campus/building closure, reduced operations or University State of Emergency. Employees may be designated as Essential on a situational basis, (e.g., in the event of an emergency) or for a defined period of time.

Back-Up Positions

Departments/units are responsible for identifying Back-Up positions for Essential roles and notifying these individuals of their role. Employees in positions designated as Back-Up for Essential positions whose designation changed to Essential during a building/campus closure, reduced operations or University State of Emergency must report to work upon notification of this changed designation. Back-Up employees must contact their departments for instructions on whether they are needed on site and if so, where to report to work, during a campus/building closure, reduced operations or University State of Emergency.

Non-Essential Positions

Non-Essential positions are those not designated as either Essential or Back-Up to Essential positions during a campus/building closure, reduced operations or University State of Emergency. Employees in non-Essential positions will not report to campus during a University State of Emergency.

Non-Essential employees should attempt to contact their department during a campus/building closure, reduced operations or University State of Emergency, according to the department's check-in procedures. For units with a Continuity of Operations Plan (COOP), those details will be found there.

Non-Essential employees should work remotely if their work can be done in that manner, rather than coming to campus. Departments that identify a need for ongoing work by non-Essential employees should offer alternative work arrangements, such as working remotely. When possible, these details will be approved in advance, or provided to non-Essential employees during a campus/building closure or University State of Emergency.

Working Outside of Classification and Home Campus/College/Administrative Unit

Employees may be asked to work outside of their classification as deemed necessary by the department or University. This includes employees with the necessary skills that are needed to work outside their campus, college or administrative unit. The appropriate University authority will notify these employees when and where to report to work. Advanced notice of alternate assignments should be provided, whenever possible. The campus, college or administrative unit for which the work is performed is responsible for compensation at the individual’s regular base pay for their original appointment, or for an augmentation where required by contract or other policy.

Probationary Periods

An employee’s probationary period may be suspended during a campus/building closure, reduced operations or University State of Emergency.  Please see the applicable Civil Service Rules (google doc) or collective bargaining agreement for conditions under which probationary periods may be suspended.

Pay and Leave Continuity during a Campus and Building Closure, Reduced Operations and/or a declared University State of Emergency

If during a Campus and Building Closure, Reduced Operations and/or a declared University State of Emergency, regular payroll processing is affected, the University will continue to provide pay and benefits to all employees as if they were working their normal work schedules, pursuant to Appendix: Campus and Building, Reduced Operations, Closures and University State of Emergency: Pay Provisions. This status will continue until normal payroll operations can resume. Employees will be required to report, as instructed, on their attendance status throughout the campus/building closure, reduced operations or University State of Emergency. Departments are responsible for tracking hours worked and hours assigned to various leaves throughout the campus/building closure, reduced operations or University State of Emergency. Time adjustments will be made to reflect usage of various leave times (e.g. sick leave, vacation, leave without pay) that were taken during the interruption. These will be utilized to adjust payroll records.