Virginia Beach City Public Schools operates an Employee Emergency Designation system to address the challenges that inclement weather and other emergencies pose to the school division. The primary goal of the Employee Emergency Designation system is to ensure that all employees understand their responsibilities as it relates to reporting to work during such times. Under the system, all employees are characterized as Alpha, Beta or Gamma. These designations determine employees' expected responses to inclement weather or other emergencies. Therefore, it is imperative that all employees know their designations, especially since these may be used in news media announcements regarding early dismissals, late openings or closings.

BREAKDOWN OF THE EMPLOYEE EMERGENCY DESIGNATIONS
For the most part, Alpha, Beta, or Gamma designations are assigned categorically by employee classification. For example, most clerical staff will be Beta employees. However, there may be individual departments that will need certain clerical or support personnel to serve in an Alpha capacity during emergencies. If this is the case, supervisors can request a change in an employee's emergency designation to meet operational needs during emergencies. A notification of the change in an employee's emergency designation must be submitted in writing to the Department of Human Resources.

Alpha Personnel — Generally employees critical to the operation of a department/office/school during an emergency or school closing Beta Personnel — Employees on 12-month status not assigned to functions deemed critical to the short-term operation of a department/office/school during an emergency or school closure Gamma Personnel — All other employees, including, but not limited to, 10-month and 11-month instructional and part-time employees; bus drivers, cafeteria workers; nurses; and social workers

HOW WILL I KNOW IF I AM AN ALPHA, BETA OR GAMMA EMPLOYEE?
The school division prints employees' emergency designations on their paychecks. In addition, the Department of Human Resources has issued emergency designations to all department heads and principals with specific instructions for them to share this information with employees. If you have questions about your designation, please contact your principal, supervisor or department head.

DEFINITIONS OF SCHOOL DIVISION OPERATIONAL STATUS
Under the regulation, Virginia Beach City Public Schools will have several levels of operational status. Failure of an employee to report as designated may result in disciplinary action. Following is a description of each:

(1) Normal Operational Condition — The school division provides regular services. All employees should report to work as regularly scheduled.

(2) Modified Operational Condition — Operations will be modified when delivery of all or some regular services may not be required or warranted, depending on weather-related conditions, such as moderate snowfall, minor flooding or other situations. Services may be provided, but on a limited basis, for all or portions of the day.

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

Beta personnel can request leave for their regularly scheduled work hours if, for some reason, they are unable to report to work as directed.

Gamma personnel will be released from their normal work hours as designated by the Superintendent, or designee. They will receive their regular rate of pay because the day will be made up at a later date, if necessary.

(3) Essential Operational Condition — The school division provides only services necessary for a short-term operation because of more critical conditions such as hurricanes, heavy snowfall, extensive flooding, severe ice, or other threatening instances. This operational condition may be instituted for all or portions of the day.

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

Beta personnel, during an Essential Operational Condition, will be released from their normal work hours as designated by the Superintendent or designee.

Gamma personnel, during an Essential Operational Condition, will be released from their normal work hours as designated by the Superintendent or designee.

Non-exempt Alpha personnel will receive their regular pay plus an additional hour-for- hour rate for the hours they worked under the Essential Operational Condition. Alpha non-exempt personnel are employees who under The Fair Labors Standards Act are eligible for overtime or compensatory time.

AS AN EMPLOYEE, HOW WILL I KNOW WHEN NORMAL OPERATIONAL CONDITIONS HAVE CHANGED TO A MODIFIED OR ESSENTIAL OPERATION CONDITION?
Each school/department/office should have a plan in place to notify their staff when operating hours change. However, during inclement weather or other emergencies, staff can obtain information through the following sources:

• VBCPS Emergency Hotline – 757.263.1000
  
  
• vbschools.com – official information will be posted on the home page of the school division's Web site.
  
  
• vbschools x-tra – By subscribing to the school division's e-mail notification system vbschools x-tra, you will receive notifications of any changes in the operational hours of schools due to an emergency or weather-related conditions. To be placed on our electronic mail list, select the category School Closings, Cancellations
  & Emergencies.
  
  
• Television or radio – watch or listen to these television or radio stations

Last Modified on Thursday, October 11, 2007 Disclaimer • Site Map