| Policy Title | Essential Employee Program |
|---|---|
| Responsible Office | Office of the Vice President for Operations |
| Policy Type | Personnel and Payroll |
| Policy Number | 630 |
| Last Revision Date | 7/24/2026 |
Purpose
In the event of emergency situations, such as severe weather conditions or utility disruptions, the University may suspend normal operations and classes. If normal activities are suspended, all employees whose positions are designated as essential must report to campus (or remain on campus) or to another designated area to assess the University’s operations, protect its assets and provide critical services to the University community.
Special Note: This policy is specific to employees designated as essential for emergency situations (primarily weather or other campus related emergencies). The University and SUNY has a separate plan related to Continuity of Operations for a State Disaster Emergency Involving a Communicable Disease.
Policy
It is the responsibility of the University to ensure that all conditions in the buildings and on campus grounds are safe and other required services are available during emergencies.
Essential positions are generally defined as those which hold duties and responsibilities that are considered mandatory for carrying out safety and operational services for the University including the continued mission-critical functioning of academic, enrollment management and scholarly research activities.
Deans and department managers, in collaboration with their divisional Vice President/Director, are responsible for designating positions as Essential for their particular unit. All essential employees should always assume they must report to work unless their supervisor advises otherwise.
Essential Employee (Relates to Inclement Weather and Other Emergency Conditions)
- Generally, the State or County declares a "State of Emergency."
- Essential Employees are required to either 1) remain at work until their shift is
over (or later if directed), 2) report to work at their scheduled time (or earlier
if directed).
- If overtime is required, eligible employees will receive overtime pay.
- If extraordinary additional time is required, UUP employees may be eligible for compensatory time depending on their specific situation.
- When a State of Emergency is declared, the University will petition the Governor's
Office of Employee Relations via SUNY for a directed departure / permission to send
non-essential employees home without charge to their leave credits. This request is
subject to approval and is not automatic. If a directed departure is not granted,
employees who receive approval to leave early will be required to charge leave credits.
For full-day absences, initially employees are required to charge their leave accruals. Human Resources will then petition the Civil Service Commission to request a suspension of the attendance rules for the day(s). If approved, leave accrual charges for the day will be restored.
Essential Employees will be issued a sticker to be affixed to the back of their University identification card identifying their status. It is incumbent upon departmental supervisors to ensure that their essential employees have the required sticker. Supervisors should post this requirement when filling new positions that will require this status.
The Office of the Vice President of Operations will distribute stickers and maintain a database of essential employees by division and department. A call letter requesting updates will be sent to a representative from each division annually (generally during the summer). The divisional representative will facilitate the designation process for his or her division. Each department will establish its departmental list of essential employees including employee name and contact information. Employees designated as Essential Employees will be assigned a mandatory online training module during the University's annual compliance training period (typically held in late December through early January). The training will review the Essential Employee Policy, essential employees’ responsibilities during emergency or campus disruption events, and require employees to attest that they have read, understand, and acknowledge those responsibilities. Completion of the training and attestation will serve in lieu of annual written notification or formal correspondence regarding an employee's essential designation.
Human Resources will review on a case-by-case basis any essential employee who does not report to work to determine if any action is necessary. Any essential employee who does not report for any reason will be required to charge their time unless the University is authorized otherwise by the Governor's Office of Employee Relations.
| Date | Description | Responsible Party |
| 09/05/2025 | Biennial Review of Policy; no changes. | Office of the Vice President for Operations |
| 7/24/2026 | Policy revised to reflect change in notification process. Approved by Senior Officiers Group on 7/24/2026. | Office of the Vice President for Operations |