Adverse Weather Policy

Section 2.I – Adverse Weather

Occasionally, the College closes or delays classes as the result of a threat of adverse weather conditions. The President of the College and his/her representative will make the final decision. Please note the College will operate on a normal schedule unless posted as listed below. Also the closing of the four-county public school systems does not necessarily mean the College will be closed.

The President, or his/her representative, shall make the necessary arrangements for publicity regarding the closing of school through the local newspapers, radio, television stations, social media, a taped message at (252) 492-2061, and on the VGCC webpage at www.vgcc.edu

Classes missed as the result of the closing of school due to adverse weather or other factors shall be made up using a method to be determined by the President of the College in accordance with the policies of the State Board of Community Colleges.

(approved July 16, 2018)

Procedure

1) Purpose

To establish consistent operating levels during inclement weather or emergency conditions and to define employee expectations, instructional continuity, campus access, supervisory responsibilities, and equitable treatment of employees whose duties require on-site presence.

This procedure is intended to promote safety, continuity of operations, clarity in decision-making, and fairness across employee groups.

2) Scope

This procedure applies to all Vance-Granville Community College employees, including:

• Office Staff / Professional Employees
• Faculty
• Housekeeping, Facilities, and Campus Police

It governs College operations during adverse weather or emergency events that impact campus access, travel safety, or normal instructional delivery.

3) Procedure

3.1 Guiding Principles

VGCC will prioritize:

• Safety of students and employees
• Continuity of instruction and essential services
• Clear and timely communication
• Equity across employee groups

The College recognizes that some positions can be performed remotely while others require physical presence. This procedure establishes a structured framework to address those differences consistently and fairly.

3.2 Operating Levels

VGCC will operate under four defined levels during adverse conditions.

Plan A – Normal Operations

• Campus Open
• Standard instruction (in-person or online)
• All employees report as scheduled (or approved telework arrangements)

Plan B – Campus Open / Students Remote (Limited Public Access)

Used when campus conditions are safe for employees but unsafe for students or the general public.

• Campus open to employees; closed to students and the public
• Instruction delivered remotely

Employee expectations:

• Office/Professional Staff: report on campus unless approved for remote work
• Faculty: teach remotely
• Housekeeping/Facilities/Campus Police: report as scheduled

This is considered a normal workday.

Plan C – Remote Operations

Used when travel conditions are unsafe and on-campus operations must be limited.

• Campus closed to students and the public.
• Instruction and services provided remotely where feasible.

Employee expectations:

• Office/Professional Staff: expected to work remotely
• Faculty: expected to provide remote instruction
• Housekeeping/Facilities/Campus Police: only designated essential personnel report on campus

Leave:

• Remote-capable employees are expected to work and are not eligible for administrative leave.
• Employees required to report on campus may “flex” that time during the same pay period. This flex time does not have monetary value.
• Employees assigned non-essential work whose duties cannot be performed remotely may use accrued leave (vacation, sick, or personal); leave without pay; or work with their supervisor to make up their time.
• Supervisors are responsible for scheduling any approved make-up time within the same pay period as the adverse weather event when possible.
• If make-up time cannot be scheduled within the same pay period, the time must be made up within 90 days of the adverse weather absence.
• If the employee cannot make up the time within the 90-day timeframe, the payment for the adverse weather leave used shall be deducted from the employee’s next paycheck.
• For employees subject to overtime, make-up time should be scheduled in a workweek where the employee is already using leave in order to prevent overtime. However, if a bona fide operational need exists, overtime may be authorized and adverse weather leave may still be made up.
• Employees not subject to overtime may make up adverse weather time after working 40 hours, when there is an operational need and with supervisory approval.
• Employees who voluntarily make up time on a holiday, with supervisory approval, will not receive holiday premium pay or equivalent paid time off.

Plan D – Full Closure / Emergency Shutdown

Used during widespread power outages, infrastructure failure, or other emergencies.

• Campus closed
• Instruction suspended or delivered remotely only if feasible
• Only emergency-designated personnel report as directed

Leave handling will be determined by Human Resources based on the nature and duration of the
event. Emergency on-site staff will be able to utilize flex time at a later date.

3.3 Essential Positions

Certain positions may be designated as essential based on operational necessity.

• Designations are role-based, not person-based
• Essential roles will be reviewed annually by Human Resources in coordination with Facilities, Campus Police, and Institutional Research & Technology (IRT).
• Supervisors will be notified in advance of essential role assignments when possible.

3.4 Supervisor Responsibilities

1. Confirming essential coverage and ensuring only the required on-site staff report during Level 3 or Level 4 operations.
2. Communicating reporting status and work expectations to employees once operating levels are announced.
3. Supporting remote operations by assigning appropriate duties and ensuring access to necessary systems.
4. Tracking hours worked by on-site essential staff and submitting compensatory time documentation per HR procedures.
5. Prioritizing employee safety and not requiring reporting when travel presents an unreasonable risk.
6. Documenting exceptions and coordinating deviations with Human Resources.

3.5 Decision Timelines and Communication

To support planning and consistency:

• Evening decisions will target 5:00 PM for anticipated next-day conditions
• Morning decisions will target 7:00 AM for same-day conditions

Operating level announcements will be communicated through official College channels and will include:

• Operating Level
• Instructional modality
• Campus access status
• Employee expectations

Employees are responsible for monitoring official College communications during adverse weather events.

4. Enforcement

Failure to comply with this procedure may result in corrective action in accordance with College employment policies and applicable procedures.

Supervisors are responsible for ensuring adherence within their respective areas.

5. Procedure Review

This procedure will be reviewed at least annually by the Executive Team or as operational needs require.

6. Revision History

This procedure is in effect on 2/3/2026.

7. Appendix

7.1 Definitions

Essential Position: A role designated as required for critical campus operations during adverse conditions.

Remote-Capable: A position whose duties can be reasonably performed off campus.

Administrative Leave: Paid time away from work authorized by the College for operational or emergency purposes, during which employees are not required to use accrued leave. Administrative leave is granted at the College’s discretion and is typically reserved for full campus closures o extraordinary circumstances