Emergency Management

University Policy: 

I. Policy Statement

The University of North Carolina at Charlotte strives to protect the human and physical assets of its community and to ensure the continued operations of the University, including teaching, research and public service. By implementing an all-hazards, comprehensive emergency management program, consisting of plans, procedures, trainings, and exercises designed to coordinate the University’s ability to manage any disruption to its function(s), the University seeks to effectively prepare for, respond to, recover from, and mitigate against all manner of emergencies, whether natural or human-made hazards. This Policy applies to impacts experienced on the main campus and the Dubois Center at UNC Charlotte Center City.

This Policy, along with its related plans, is intended to comply with all applicable federal, state, and local laws and regulations including, but not limited to: 

In the absence of specific regulatory mandates for particular situations, the University will follow best emergency management practices.

II. Procedures

A. Emergency Management

1.     Emergency Management Program

Responsibility for the administration of the University’s Emergency Management Program is delegated through the Associate Vice Chancellor for Safety and Security to the Director of Emergency Management and implemented through operations of the Office of Emergency Management (OEM). OEM is tasked by the Chancellor to coordinate with local, state, and federal emergency management agencies, including the UNC System, for the preparation for, response to, and recovery from any incident or disaster.

2.     Emergency Planning

The Associate Vice Chancellor for Safety and Security has the responsibility and authority to approve the University’s Emergency Operations Plan (EOP), including all related, annexes and appendices, developed by the Office of Emergency Management (OEM), as set forth in the letter of promulgation signed by the Chancellor. This Plan shall provide a clear, accessible, and scalable command and control system guiding all personnel with emergency management responsibilities. Because the University adheres to the National Incident Management System and the Incident Command System, both developed by the Federal Emergency Management Agency, the University’s actions and systems will integrate with those of other emergency response agencies.

3.     Proclamation of Extraordinary Event

The Chancellor, or designee, has the authority to issue a written Proclamation of Extraordinary Event (PoEE) for the University, due to any event or incident that has, or is expected to, disrupt normal campus operations. Doing so activates the emergency management operational structure as set forth in the EOP including the assignment of a University Administrator (UA) with delegated authority for incident management as well as authorization for the EOC to move beyond a monitoring status, as determined by the UA.

4.     University Administrator

The University Administrator (UA) is an individual designated by the Chancellor who has the authority to set institutional priorities and commit University resources for emergency response before, during, or after an incident on behalf of the Policy Group.

5.     Policy Group

The Policy Group is comprised of the Chancellor, members of the Chancellor’s Cabinet, and select other individuals as deemed necessary by the Chancellor or designee. The purpose of the Policy Group for UNC Charlotte is to provide policy level direction to the UA tasked with managing the Institution’s overall response to an incident/event.

6.     Emergency Operations Center and Incident Management Team

OEM maintains the Institution’s Emergency Operations Center (EOC), which acts as the primary coordinating entity for the University. Key stakeholders from across the University have been identified to serve as members of the Incident Management Team (IMT) to support emergency management efforts within the EOC.

7.     Training and Exercises

OEM maintains a multi-year training and exercise program (MY-TEP) document to accurately plan and track instruction on and testing of plans and emergency response capabilities. All employees identified as having emergency response duties shall participate in this program, as described in the EOP.

8.     Business Continuity Planning

OEM also maintains the University’s Business Continuity Program (BCP). In accordance with the guidance contained in North Carolina Executive Order 78, the BCP is used to ensure that the various owners of University critical functions are prepared to continue operation of those functions in case of a disruption. This is accomplished through the development and continual maintenance of identified departmental/unit Continuity of Operations Plans (COOPs), which, once written, are reviewed on an annual basis.

B. Operating Conditions

1.  Use of Operating Conditions

Operating Conditions are used during adverse weather and other emergency situations to establish University operating levels (reduced, suspended, closure). Operating Conditions identify mandatory employees and operations, outline accounting for time (employees), and class schedules (normal, virtual, canceled). 

Operating Conditions are independent of a PoEE and the Chancellor, or designee, may elect to make changes to University Operating Condition with or without a proclamation. Changes to University Operating Conditions will be communicated as outlined in the Crisis Communications Plan (CCP). Campus Operating Conditions are related to, but not dependent upon, the type and severity of incidents impacting the campus and the response required to manage those impacts.

The University will operate on a normal schedule unless the Chancellor, or designee, publicly announces a change in Operating Condition. Details about the effect of Operating Conditions on employees are found in PIM 12, Accounting for Time Not Worked Due to Hazardous Weather or Other Unusual Conditions, available on the Human Resources website.

2. Operating Condition Levels

The Campus Operating Condition levels are:

  • Condition 1 – Reduced Operations
    • Campus is clear for both foot and vehicular traffic
    • Classes may be in session (delivered in person or remotely), delayed or canceled. Most offices are open and employees are expected to be at work (see PIM 12 for more information on accounting for time).
  • Condition 2 – Suspended Operations
    • Safety risks or logistical challenges are more severe
    • Classes and other activities are canceled, unless advised otherwise
    • Students and non-mandatory employees should avoid traveling to the area
    • Only mandatory services are open
    • Note: Non-mandatory employees must account for missed time
  • Condition 3 – Closure
    • Classes and other activities are canceled, unless advised otherwise
    • Students and non-mandatory employees should avoid campus. Missed time is excused
    • Note: UNC Charlotte cannot independently declare a C3 event (Declaring Condition 3 (Closure) requires direct consultation with and approval of the President of the University of North Carolina System.)

For further information on campus Operating Conditions and how employees must account for time, please refer to PIM 12, Accounting for Time Not Worked Due to Hazardous Weather or Other Unusual Conditions, and the UNC System Adverse Weather and Emergency Event Policy.

Revision History: 

Authority: Chancellor

Responsible Offices: Business Affairs

Related Resources: