Critical and Essential Staff: Difference between revisions

From Appalachian State University Policy Manual
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== Policy and Procedure Statements  ==
== Policy and Procedure Statements  ==
Critical and Essential Employees: Employees who are required to work during Adverse Weather or Emergency Closing Conditions because their positions have been designated by the University as critical or essential to the University's operations during such conditions. Please refer to the Critical and Essential Staff policy http://www.hrs.appstate.edu/sites/default/files/criticalessentialstaff.pdf.
Appalachian State University
Critical and Essential Staff Policy


B. Designation of Critical and Essential Employees


Each department head at the University is responsible for designating Critical and Essential Employees and positions in his/her area. The supervisor of a Critical and Essential Employee will discuss the obligations, duties and expectations of the Essential Employee and the consequences of not reporting to work during Adverse Weather or Emergency Closing Conditions. Employees will review and sign the [[Critical and Essential Staff acknowledgment form]], and a copy of the signed form will be placed in the employee's personnel record. Critical and Essential Employees will have the title of Essential Staff placed on their identification cards.
II. Definitions


=== Example policy 1 ===
Critical Function (Tier 1) – A Critical Function is an activity, service, or department so vital to Appalachian State University that the incapacity to provide or delay delivery of services has a debilitating impact on the physical infrastructure and/or public safety of the University.
Critical Staff – Critical Staff are that staffs who are responsible for the delivery of Critical Functions.


=== Example policy 2 ===
Alternative Critical Staff – Alternative Critical Staff are those staff identified by the vice chancellor or department who possesses the requisite knowledge, skill or ability to perform Critical Functions in the absence of formally designated Critical Staff. Should formally designated Critical Staff be unable to report to work, the Alternative Critical Staff shall assume the duties and responsibilities for the delivery of Critical Functions.
 
Essential Function (Tier 2) – Essential Functions are those functions that are absolutely essential to provide for the continuity of a department and/or unit. Essential Functions may also include operations essential to the University but not critical for the sustainment or protection of infrastructure and/or public safety of the University.
 
Essential Staff – Essential Staff are those staff identified by an individual department’s and/or unit’s emergency or continuity plan, whose services is required to provide and/or maintain said essential function.
 
Willful Failure – Willful Failure is the intentional and deliberate neglect of duties and/or responsibilities for which a person has been tasked.
 
 
III. Scope
 
The University will operate under the auspices of normal scheduling unless the Chancellor, or in the absence of the Chancellor, the Provost or Chancellor’s designee, publicly announces the closing of any or all campus facilities.  In the event of such announcement, Critical Staff will begin critical functions in order to assess University operations, protect University assets, and/or provide for delivery of pre-designated Critical Functions.
 
The following list includes departments that perform Critical Functions and include Critical Staff; however, this list is not inclusive and could be added to, depending upon emergency situation and conditions. Faculty and staff, who provide Critical Functions but are not included below, will be provided special designations (i.e. research, special response committees, etc.) made in consultation with the department head and appropriate vice chancellor.
 
• Physical Plant
• New River Light & Power
• Food Service
• Housing & Residence Life
• University Police
• Telecommunications (Centrex)
• Student Health Services
• Information Technology
• Parking & Traffic
• Safety & Workers’ Compensation
• University Communications
 
 
IV. Procedures
 
• The Vice Chancellor, Director, or a designated appointee of each department, shall identify and notify employees who have been designated as Critical Staff, Alternative Critical Staff, and Essential Staff.
 
• Employees designated as Critical Staff, Alternative Critical Staff, and Essential Staff shall be notified of any and all specific job related requirements in an emergency situation. The Vice Chancellor, Director, supervisor, or designated appointee of each department shall outline expectations and duties to designated employees, documenting in the designated employee’s performance management record and/or annual review the essential staff designation.
 
• The Vice Chancellor, Director, supervisor, or designated appointee shall conduct an annual orientation for all Critical Staff, Alternative Critical Staff, and Essential Staff, outlining the responsibilities of said designation. *Each department is encouraged to use the university Emergency Management office as a resource tool in developing training and education material.
 
• Once identified, complete lists will be compiled utilizing the Critical and Essential Staff Form. 
• A complete list of all designated Staff for each department will be maintained in the department as well as in Human Resource Services.
• Should a position designated as Critical Staff, Alternative Critical Staff, or Essential Staff be vacated, the department head will notify Human Resource Services in order to take appropriate measures to ensure designation is placed in the job posting.
 
• Designated employees shall notify the department, supervisor, and Human Resource Services should emergency contact information change while classified as Critical Staff, Alternative Critical Staff, or Essential Staff.
 
V. Responsibilities of Designated Staff
 
• Upon receiving notification of designation as Critical Staff, Alternative Critical Staff, or Essential Staff, designated employees must immediately notify their supervisor of any limitations in performing the duties of said designation.
 
• Designated employees must make every reasonable effort to fulfill Critical and/or Essential Functions during applicable emergencies. Immediate notification during emergency situation must be given to the employee’s supervisor should any reason result in the employee’s inability to fulfill the designated functions.
 
• Designated staff may be subject to disciplinary action, up to and including termination of employment, for Willful Failure to fulfill responsibilities of critical/essential functions.  Each situation will be reviewed on a case-by-case basis by an Employee Relations representative of Human Resource Services, the supervisor, and the employee to determine appropriate action.
 
VI. Special Provisions
 
• If critical staff are required to remain on campus for an extended period of time, the University will provide adequate housing and food.
 
• Designated staff required to work during a public health or communicable disease emergency shall be governed in accordance with State Personnel Policy: Section 8 – “Communicable Disease Emergency”. This governance shall include provisions for pay, paid time off, Workers Compensation, and leave. 
 
• Designated staff required to work during an emergency shall be granted paid time off and pay in accordance with State Personnel Policy Section 5 “Adverse Weather and Emergency Closings”.


== Additional References ==
== Additional References ==

Revision as of 13:10, 27 July 2011

Policy 603.30

Introduction

Scope

Definitions

Definition phrase or word

Policy and Procedure Statements

Appalachian State University Critical and Essential Staff Policy


II. Definitions

Critical Function (Tier 1) – A Critical Function is an activity, service, or department so vital to Appalachian State University that the incapacity to provide or delay delivery of services has a debilitating impact on the physical infrastructure and/or public safety of the University.

Critical Staff – Critical Staff are that staffs who are responsible for the delivery of Critical Functions.

Alternative Critical Staff – Alternative Critical Staff are those staff identified by the vice chancellor or department who possesses the requisite knowledge, skill or ability to perform Critical Functions in the absence of formally designated Critical Staff. Should formally designated Critical Staff be unable to report to work, the Alternative Critical Staff shall assume the duties and responsibilities for the delivery of Critical Functions.

Essential Function (Tier 2) – Essential Functions are those functions that are absolutely essential to provide for the continuity of a department and/or unit. Essential Functions may also include operations essential to the University but not critical for the sustainment or protection of infrastructure and/or public safety of the University.

Essential Staff – Essential Staff are those staff identified by an individual department’s and/or unit’s emergency or continuity plan, whose services is required to provide and/or maintain said essential function.

Willful Failure – Willful Failure is the intentional and deliberate neglect of duties and/or responsibilities for which a person has been tasked.


III. Scope

The University will operate under the auspices of normal scheduling unless the Chancellor, or in the absence of the Chancellor, the Provost or Chancellor’s designee, publicly announces the closing of any or all campus facilities. In the event of such announcement, Critical Staff will begin critical functions in order to assess University operations, protect University assets, and/or provide for delivery of pre-designated Critical Functions.

The following list includes departments that perform Critical Functions and include Critical Staff; however, this list is not inclusive and could be added to, depending upon emergency situation and conditions. Faculty and staff, who provide Critical Functions but are not included below, will be provided special designations (i.e. research, special response committees, etc.) made in consultation with the department head and appropriate vice chancellor.

• Physical Plant • New River Light & Power • Food Service • Housing & Residence Life • University Police • Telecommunications (Centrex) • Student Health Services • Information Technology • Parking & Traffic • Safety & Workers’ Compensation • University Communications


IV. Procedures

• The Vice Chancellor, Director, or a designated appointee of each department, shall identify and notify employees who have been designated as Critical Staff, Alternative Critical Staff, and Essential Staff.

• Employees designated as Critical Staff, Alternative Critical Staff, and Essential Staff shall be notified of any and all specific job related requirements in an emergency situation. The Vice Chancellor, Director, supervisor, or designated appointee of each department shall outline expectations and duties to designated employees, documenting in the designated employee’s performance management record and/or annual review the essential staff designation.

• The Vice Chancellor, Director, supervisor, or designated appointee shall conduct an annual orientation for all Critical Staff, Alternative Critical Staff, and Essential Staff, outlining the responsibilities of said designation. *Each department is encouraged to use the university Emergency Management office as a resource tool in developing training and education material.

• Once identified, complete lists will be compiled utilizing the Critical and Essential Staff Form.

• A complete list of all designated Staff for each department will be maintained in the department as well as in Human Resource Services. • Should a position designated as Critical Staff, Alternative Critical Staff, or Essential Staff be vacated, the department head will notify Human Resource Services in order to take appropriate measures to ensure designation is placed in the job posting.

• Designated employees shall notify the department, supervisor, and Human Resource Services should emergency contact information change while classified as Critical Staff, Alternative Critical Staff, or Essential Staff.

V. Responsibilities of Designated Staff

• Upon receiving notification of designation as Critical Staff, Alternative Critical Staff, or Essential Staff, designated employees must immediately notify their supervisor of any limitations in performing the duties of said designation.

• Designated employees must make every reasonable effort to fulfill Critical and/or Essential Functions during applicable emergencies. Immediate notification during emergency situation must be given to the employee’s supervisor should any reason result in the employee’s inability to fulfill the designated functions.

• Designated staff may be subject to disciplinary action, up to and including termination of employment, for Willful Failure to fulfill responsibilities of critical/essential functions. Each situation will be reviewed on a case-by-case basis by an Employee Relations representative of Human Resource Services, the supervisor, and the employee to determine appropriate action.

VI. Special Provisions

• If critical staff are required to remain on campus for an extended period of time, the University will provide adequate housing and food.

• Designated staff required to work during a public health or communicable disease emergency shall be governed in accordance with State Personnel Policy: Section 8 – “Communicable Disease Emergency”. This governance shall include provisions for pay, paid time off, Workers Compensation, and leave.

• Designated staff required to work during an emergency shall be granted paid time off and pay in accordance with State Personnel Policy Section 5 “Adverse Weather and Emergency Closings”.

Additional References

Authority

Contact Information

Effective Date

Revision Dates