Critical and Essential Staff

Policy 602.29

Introduction

In the event of severe weather conditions, emergency situations, or serious public health threats, Appalachian State University may have cause to temporarily delay or halt operations. Should any of these conditions result in suspension of normal University activities or University closure, specific procedures will be considered to be in effect until such conditions have abated. The policy contained herein outlines the scope, authority, and special provisions for the designation and procedures for Critical and Essential Staff.

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.

1. Physical Plant
2. New River Light & Power
3. Food Service
4. Housing & Residence Life
5. University Police
6. Telecommunications (Centrex)
7. Student Health Services
8. Information Technology
9. Parking & Traffic
10. Safety & Workers’ Compensation
11. University Communications

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.

Policy and Procedure Statements

Designated Employees

1. 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.
2. 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.
3. 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.
4. Once identified, complete lists will be compiled utilizing the Critical and Essential Staff Form.
5. A complete list of all designated Staff for each department will be maintained in the department as well as in Human Resource Services.
6. 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.
7. 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.

Responsibilities of Designated Staff

1. 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.
2. 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.
3. 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.

Special Provisions

1. If critical staff are required to remain on campus for an extended period of time, the University will provide adequate housing and food.
2. 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.
3. 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”.