STATE UNIVERSITY OF NEW YORK AT BINGHAMTON

OFFICE OF THE VICE PRESIDENT FOR ADMINISTRATION

Policy Type:
Personnel and Payroll

Policy Number:
630

Last Date Revised:
10/15/14
Policy Title:
Essential and Critical Employee Program
The following office is responsible for the accuracy of the information contained in this policy:

Vice President for Operations

PURPOSE

In the event of emergency situations, such as severe weather conditions or pandemic flu, the University may suspend normal operations and classes.  If normal activities are suspended, all employees whose positions are designated as essential and/or critical must report to campus (or remain on campus) or to another designated area to assess the University’s operations, protect its assets and provide critical services to the University community.

POLICY

It is the responsibility of the University to ensure that all conditions in the buildings and on campus grounds are safe and other required services performed by University employees are available when there is a weather or other emergency condition.  Essential and/or Critical Employees are generally defined as those whose duties and responsibilities are considered mandatory for carrying out operational or life-safety services for the University including the continued mission-critical functioning of academic, enrollment management and scholarly research activities. 

Department chairs and managers, in collaboration with their divisional Vice President, are responsible for designating the essential employees for their particular unit.  Essential employees will fall within two categories.  An employee may be designated essential or critical in one or both categories.

  • Service Level 1 Essential Employee (Relates to Inclement Weather and Other Emergency Conditions)
      • Generally, the State or County declares a “State of Emergency”.
      • Essential Employees are required to either 1) remain at work until their shift is over (or later if directed), 2) report to work at their scheduled time (or earlier if directed).
        • If overtime is required, eligible employees will receive overtime pay.
        • If extraordinary additional time is required, UUP employees may be eligible for compensatory time depending on their specific situation.
      • When a State of Emergency is declared, the University will petition the Governor’s Office of Employee Relations via SUNY for a directed departure / permission to send non-essential employees home without charge to their leave credits.  This request is subject to approval and is not automatic.  If a directed departure is not granted, employees who receive approval to leave early will be required to charge leave credits.
      • For full-day absences, initially employees are required to charge their leave accruals.  Human Resources will then petition the Civil Service Commission to request a suspension of the attendance rules for the day(s).  If approved, leave accrual charges for the day will be restored.
  • Service Level 2 Critical Employee (Relates to Pandemic Emergency or Communicable Disease Outbreak)
      • Generally, the President will declare a “University Service Disruption”.
      • Non-critical employees, and in some cases critical employees if dictated by operational need, may be given an alternate assignment at an alternate location.
      • Critical employees are required to either 1) remain at work until their shift is over (or later if directed),  2) report to work at their scheduled time (or earlier if directed), or 3)   may be required to report to an alternate location.
        • If overtime is required, eligible employees will receive overtime pay.
        • If extraordinary additional time is required, UUP employees may be eligible for compensatory time depending on their specific situation.

Essential and/or Critical Employees will be issued advanced written notice of their standing as an essential and/or critical employee.   Essential and/or Critical Employees will be issued a sticker to be affixed to the back of their University identification card identifying their particular status.  It is incumbent upon departmental supervisors to insure that their essential and/or critical employees have the required sticker.  Supervisors must also include an employee’s essential and/or critical employee status as a duty in the individual’s future performance programs and post this requirement when filling new positions that will require this status.

The Operations Division will distribute stickers and maintain a database of essential and critical employees by division and department.  A call letter requesting updates will be sent to a representative from each division annually in September.  The divisional representative will facilitate the process for his or her division.  Each department will maintain its departmental list of essential and critical employees in each service level including employee name and contact information.  The Office of the Vice President for Operations will notify employees of their mandatory essential and/or critical employee status via a formal memorandum annually in October.  The essential and/or critical employee’s supervisor and Human Resources will receive a copy of the notification memorandum.

Only extenuating circumstances of a most serious nature will warrant the exemption of an essential and/or critical employee from the requirement to report to duty in a timely manner.   Each situation will be reviewed on a case-by-case basis by Human Resources to determine appropriate action.

Management Procedures
100 - Budget and Finance 600 - Personnel and Payroll
200 - Business Affairs 700 - Binghamton University Foundation
300 - Information Technology and Information Security 750 - Research Foundation
400 - Facilities and Property 800 - Security and Safety
500 - Institutional Services 900 - Office of the Provost