MEMORANDUM FOR BUREAU PERSONNEL OFFICERS

FROM:        Joanne W. Simms
             Director, Personnel Staff
             Justice Management Division

SUBJECT:     Updated Emergency Dismissal or Closure Procedures

This provides the attached memorandum from the Office of Personnel Management (OPM) covering emergency dismissal or closure procedures for agencies and employees in the Washington, DC, area. These procedures apply to all kinds of emergency conditions, including adverse weather conditions. This year, they also will apply in the event of possible work disruptions associated with unanticipated Year 2000 (Y2K) computer conversion problems in January 2000.

The attached procedures will apply to all executive agencies located inside the Washington Capital Beltway. Facilities located outside the Beltway may prefer to develop their own plans, since they will encounter different emergency and traffic conditions. For other metropolitan areas in the United States, Federal Executive Boards (FEBs) and Federal Executive Associations (FEAs) have established similar emergency dismissal or closure procedures. OPM asks all federal agencies in the Washington, DC, area to comply with these procedures and any announcements made by OPM, and to avoid taking independent action. Therefore, the Department will comply with the OPM procedures.

OPM reminds agencies that they are responsible for identifying “emergency employees” who must report for work in emergency situations. Employees designated as “emergency employees” must be notified in writing of their designation. OPM stresses the importance of designating which employees are “emergency employees” for the purpose of possible Y2K disruptions, and which employees are “emergency employees” for the purpose of adverse weather conditions or other emergency situations. Please ensure that all “emergency employees” in your organization have received written notice of their designation as soon as possible to avoid possible misunderstandings or confusion later.

In extending the emergency dismissal or closure procedures to Y2K work disruptions, OPM expresses confidence in the ability of the Federal government to be ready for the advent of Y2K. However, OPM recognizes that disruptions resulting from non-Federal system problems may occur. In the event of major unanticipated disruptions in the Washington, DC, area which affect large numbers of Federal employees, OPM will use the attached procedures as the basis for area-wide announcements regarding emergency closure or dismissal. If an isolated Y2K disruption occurs, affecting an agency or an individual component of an agency in the Washington, DC, area, the agency head (or appropriate designee) is authorized to use his or her discretionary authority to excuse from duty those employees who are not “emergency employees” for Y2K purposes. Y2K work disruptions which affect Federal employees working outside of the Washington, DC, area should be handled in accordance with the procedures established by the FEB or FEA for that area. Finally, emergency dismissal or closures due to Y2K work disruptions which occur in areas outside the United States will follow emergency procedures the Department of State has developed. Civilian Federal employees stationed outside the United States who face Y2K related emergencies will be notified of the appropriate procedures by the Chief of Mission.

In the Department, component heads will exercise their delegated responsibility to excuse employees from duty in the event of Y2K disruptions affecting only employees within their component. If Y2K disruptions occur which affect Department employees on a more widespread basis, the Attorney General will decide whether to excuse employees from duty, or the OPM procedures will be followed, depending on the extent of the disruption.

Please ensure that members of your staff are aware of the OPM procedures and notify employees. Questions you or your staff may have regarding these matters should be directed to Margaret Foskey, of the Personnel Staff’s Policy Group, on (202) 514-6778. Individual employees who have questions concerning these matters should be referred to their servicing personnel office for assistance.