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2512 George Mason Drive • P.O. Box 6038 Virginia Beach, Virginia 23456-0038   757.263.1000 • 757.263.1240 TDD

Policies and Regulations

School Board of the City of Virginia Beach
Regulation 4-96.1

PERSONNEL

Designation of Employees for Emergency Operations

1. Purpose:

The Virginia Beach City Public Schools shall strive to remain open and operational within regularly scheduled hours. However, based on anticipated or actual conditions, the operation and staffing of the School Division may be modified by the Superintendent when necessary. This regulation provides guidelines for such instances, including emergencies and weather related closures, which require modification of the operating and staffing patterns to ensure the health, safety and welfare of the School Division.

2. Definitions:

(A) Employee Operating Categories:

(i) Alpha Personnel- Those employees critical to the operation of a Department /Office/ School of the School Division during an emergency or school closing.

(ii) Beta Personnel- Generally 12-month employees not assigned to functions deemed critical to the short-term operation of a Department /Office/ School of the School Division during an emergency or school closure.

(iii) Gamma Personnel- All other employees, including but not limited to, 10-month and 11-month employees, instructional employees, part-time employees, bus-drivers, cafeteria workers, nurses, and social workers.

(B) School Division Operation Status:

(i) Normal Operational Condition- The period of operation when the School Division provides regular services.

All employees shall report to work as regularly scheduled.

(ii) Modified Operational Condition- The period of operation when the delivery of all or some regular services may not be required or warranted because of conditions (i.e., moderate snowfall, minor flooding, etc.). To the extent possible regular services will be provided but may be limited for all or portions of the day.

During a Modified Operational Condition, unless otherwise directed, those employees in the Gamma personnel category will be released from their normal work hours as designated by the Superintendent, or designee, and shall receive their regular rate of pay because the day will be made up at a later date if necessary. Those employees in the Beta personnel category will be given the opportunity to request leave for their regularly scheduled work hours.

Alpha personnel shall report to work or remain at work as usual unless otherwise directed.

(iii) Essential Operational Condition- The period of operation when the School Division provides only those services necessary for the short-term operation, security and safety of the Division because of conditions (i.e., hurricanes, heavy snowfall, extensive flooding, severe ice, etc.). This operational condition may be instituted for all or portions of the day.

During an Essential Operational Condition, the employee categories of Beta and Gamma will be released from their normal work hours as designated by the Superintendent, or designee.

Alpha personnel shall report as usual unless otherwise directed. Alpha (non-exempt) personnel shall receive their regular pay plus an additional hour-for-hour rate for those hours actually worked under the Essential Operational Condition.

3. Procedures:

(A) Each Department and School shall provide to the Superintendent, or designee, for approval, an alphabetical listing, by budget unit, of proposed designations, along with the corresponding employee. A list approved by the Superintendent, or designee, will be provided to the Department of Human Resources. Each department, office and school shall review these designations annually, at the minimum, and report any revisions to the Superintendent, or designee, for approval by October 1 each year.

 (B) The Superintendent, or designee, based upon anticipated or actual conditions, shall determine when the operational condition of the School Division should be changed. A determination to change the operational condition of the School Division will be distributed through the appropriate channels of communication.

(C) The Superintendent, or designee, maintains the authority to direct any employee in any category to report for assignment. If a non-exempt employee is directed to report to work in variation with that employee’s regular designation, for the purposes of this regulation, that employee will be treated as a non-exempt Alpha employee. Written documentation of an employee being directed to report should be provided to the Department of Human Resources as soon as practical under the circumstances.

4. Employee Responsibilities:

All employees shall be responsible to report to their assignment consistent with this Regulation. The failure of an employee to report as designated may result in disciplinary action.

Editor’s Note:

For Announcements of School Operational Conditions see School Board Policy 6-15 and Regulation 6-15.1.

For Compensation see School Board Regulation 4-87.1, Classified Personnel: Overtime and 4-96.2, Compensation for Exempt Employees.

Approved by Superintendent: October 25, 2000
Revised by Superintendent: March 8, 2006