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Policy Manual for SPA and EPA-Non-faculty Employees

SECTION 5 - Leave

Scope: SPA/EPA
Effective: October 1, 2001
Revised: March 12, 2010

When we have weather (such as ice and/or snow, or other conditions) that make it difficult to be in transit to or remain at work, employees may request to use accumulated leave time or time off without pay to remain at home or leave work early. These requests are subject to supervisor approval. Employees who are covered by the State Personnel Act (SPA) may choose to charge leave, make up time, take leave without pay or a combination thereof. If the option of making up time is chosen, caution should be taken to avoid and overtime situation. Since there are few times in a year when an SPA nonexempt employee may work extra hours and not be in an overtime situation, supervisors are encouraged to consult the UNCG Policy Manual (Section VII.A) or the Department of Human Resources for guidance on this issue. Any make-up time granted to employees must be performed within 12 months or the employee will be charged leave or leave without pay.

Even in times of adverse weather or emergency closings certain campus operations must be available for service to our students, staff and general public. The following departments (Public Safety and Police, Residence Life, Dining Services, and Facilities) are required to be available and have contingency plans in place for continuing operation during periods of adverse weather or emergency closure.

The Chancellor (or designee) is the only person with the authority to close the campus or any part thereof due to adverse weather or other emergency conditions. When university offices are still open, even if classes are postponed or canceled, university staff continue to have an obligation to report to work or arrange with their supervisor to be granted vacation or leave without pay.

When a University employee's work site is not in Guilford County, the decision to go to work or stay home during potentially adverse weather will be made in conjunction with local county government. If county employees have been advised to stay home, the UNCG employee may stay home and account for time according to the adverse weather policy. If county employees are required to go to work, the UNCG employee will either go to work or may use personal time off (vacation, bonus leave if available, compensatory time or time off without pay) to account for the time he/she stays home during regularly scheduled work hours.

When the Chancellor decides to close the campus due to emergency conditions, the local media will be requested to broadcast the campus closure as a public service message. In addition, the University's adverse weather number (334-4400) or website ( may be accessed for up-to-date campus closure information. University Administrators are encouraged to develop telephone trees within their respective operations so that all campus employees may be notified as quickly and efficiently as possible of any closure issues.

University employees who are not required to work at an alternate work site or as emergency employees shall not be required to charge leave or make up the time. Employees who are on prearranged vacation or sick leave will charge leave to appropriate account with no provision for make-up time.

Emergency employees required to work during the emergency shall be granted paid time off on an hour for hour basis for all hours worked. This time must be used within 12 months of its being awarded. Agencies shall make every effort to give employees the opportunity to take this time off. It should be used after compensatory time off, but must be used before vacation or sick leave.

An emergency employee's failure to report to work can result in disciplinary action and/or requiring the hours missed to be charged to leave with or without pay, as appropriate.

Exception: When conditions cause an emergency employee to arrive late, the agency head or designee may determine that the conditions justified the late arrival. In such cases, the lost time will not be charged to the employee's leave balances or to leave without pay, and no disciplinary action will be taken.

If additional employees, not in mandatory/essential operations, are needed for situations such as cleanup and recovery during the time the agencies remain closed, the agency head may elect to compensate them in the same manner as emergency employees.

Please consult the adverse weather and emergency closing table to determine who are designated emergency employees (adverse weather and emergency conditions table). If you have any questions regarding the adverse weather and emergency closing policy, please contact the Department of Human Resources at extension 5009.