Closing State Offices / Directing Early Departures Policy

Policy Statement

The statewide policy gives only the Governor the authority to close state buildings and allow employees to be absent without charge to leave accruals. That policy identifies emergency situations and enumerates the leave procedures to be utilized by the State University of New York’s state-operated campuses and the University’s System Administration, along with procedures for obtaining waivers to that policy. It is New York State policy not to close state facilities, offices, or operations as a result of extraordinary weather conditions. In all such circumstances, offices are considered open for business.

Purpose/Scope

The purpose of this policy is to provide guidance to all employees in the event of state office closure or early departure.

Applicability

This policy applies to all SUNY Brockport employees.

Definitions

There are no definitions for this policy at this time.

Policy Procedures

Presidential Authority

Upon receipt of a recommendation from the Emergency Manager, Chief of Police, and President’s Cabinet, the President may:

1. cancel classes using the Extraordinary Weather Conditions / Internal Procedures for Cancellation of Classes (employees are still expected to make reasonable efforts to come to campus);
2. excuse reasonable tardiness (without charge to leave accruals) when extraordinary weather conditions affect the arrival time of a number of employees (however, full-day absences cannot be excused without charge to leave accruals);
3. authorize the early departure of employees (with appropriate charges to leave accruals) when weather conditions will likely severely disrupt employees’ return home travel;
4. request authorization from the Civil Service Commission (CSC) and the Office of Employee Relations (OER) to direct the early departure of employees, except those represented by Council 82, (without charge to leave accruals) when weather conditions are severe enough to dangerously affect return home travel and that the continuation of employees on the job might endanger their health and/or safety; and/or
5. request the Governor to authorize the restitution of accruals used in conjunction with extraordinary weather conditions so extreme as to have created a natural disaster situation affecting the ability of large numbers of employees over a wide geographic area to report to campus for periods in excess of one full day.

It is understandable that in certain extraordinary situations it may not be possible for employees to get to campus. This could be due to impassable roads, declaration of a state of emergency by a governmental official, etc. (NOTE: A declaration of emergency, even by the Governor, does not automatically mean closure of state offices. If there is to be closure of state offices in such a situation, that determination would result from a separate action by the Governor.) Certainly, employees as citizens are expected to abide by civil authority. Nevertheless, even in such situations, absence is the employee’s responsibility and employees will be expected to charge their absences as appropriate.

In an instance when the University is to be closed, the appropriate authorities must obtain authorization to close from the Office of Employee Relations (OER). OER will consult with the New York State Office of General Services and/or the Director of State Operations. Once authorization has been received, the University will release both internal agency communication and media announcements to the public. If questions arise as a result of a radio broadcast, telecast, or other announcement involving the campus, a telephone call to your supervisor is recommended to obtain clarification prior to taking action.

It should be noted that even when closures occur, employees performing essential services are expected to report to campus in emergencies as part of their job responsibilities related to the emergency itself. While some positions are always deemed essential, others may be deemed essential on a case-by-case basis depending on the particular extraordinary circumstance.

Links to Related Procedures and Information

NYS Executive Law, Article 2-B
Office of Employee Relations (OER) website
State Attendance and Leave Manual

Contact Information

Office of Human Resources

History (in descending order)

Approval

This policy was approved by President’s Cabinet on 2023-04-03