Severe Weather Protocols

North Carolina is a state seasonally subjected to severe weather that causes the cancellation or postponement of scheduled activities, especially those that require travel on roads and highways. Because North Carolina Local Health Department Accreditation involves such activities, the program has developed the following protocols for health departments and site visitors to follow in case of a "major weather event" (MWE). A MWE is defined as a weather condition (e.g., snow, ice, torrential rain, dangerous winds) that causes significant concern for highway travel safety and mobility and may also affect facilities and institutions (e.g., flooding, power outages, institutional closings).

I.   

A "Major Weather Event" (MWE) IS PREDICTED TO OCCUR within three days of the beginning of a scheduled site visit.
  A. An MWE IS PREDICTED for a county/region of a health department scheduled for a site visit.
 
  1. The Agency Accreditation Coordinator (AAC) at the affected health department will notify the Accreditation Administrator (AA) of the possibility of a local/regional MWE. The AAC will provide the AA timely updates on weather/travel forecasts.
  2. The AA will notify the agency's assigned Site Visit Team (SVT) of the possibility of a MWE affecting the Site Visit locale/region.
  3. The AAC and AA will jointly determine whether the site visit should proceed as scheduled.
  4. The AA will notify the SVT of the "Go/No go" status of the visit.
  B. An MWE IS PREDICTED for the county/region where a Site Visitor lives (or is presently located).
 
  1. The affected Site Visitor (SV) should notify the AA of the possibility of a local/regional MWE. The SV will provide the AA timely updates on weather/travel forecasts.
  2. The AA will notify the health department's AAC of the possibility of a MWE affecting a Site Visitor's ability to travel.
  3. The SV and the AA will jointly determine whether the SV should proceed to the Site Visit as planned.
    • The AA will notify the health department and the other members of the SVT of the affected SV's decision.
    • If the affected SV is unable to travel, the AA will reassign site visit responsibilities among the remaining team members. (A weather-delayed SV may rejoin the SVT after one (1) missed day; an SV should not attempt to rejoin the team after a two-day delay unless specifically requested by the AA to do so.)
   
II. A "Major Weather Event" (MWE) OCCURS within two (2) days of the beginning of a scheduled site visit.
  A. An MWE OCCURS in a county/region of a health department scheduled for a site visit.
 
  1. The AAC at the affected health department will contact local and regional authorities regarding the safety of local travel and accessibility of the site to vehicular travel from outside the region.
  2. The AAC will poll the health department staff and other interview subjects to determine whether they can be present for the site visit.
  3. The AAC will call the AA to recommend either a "Go" or "No go" for the site visit on the basis of that safety, accessibility and participation information.
  4. The Accreditation Administrator will notify the SVT of the status of the visit.
  B. An MWE OCCURS in a county/region where a site visitor lives (or is presently located).
 
  1. The affected SV should contact local safety authorities and use personal judgment and comfort in determining whether travel is possible.
  2. The affected SV should notify the Site Visit Coordinator regarding his/her travel decision.
  3. The Site Visit Coordinator will inform the other members of the SVT and the health department about the affected SV's decision.
  4. If the affected SV is unable to travel, the Site Visit Coordinator will reassign site visit responsibilities among the remaining team members. (A weather-delayed SV may rejoin the SVT after one (1) missed day; an SV should not attempt to rejoin the team after a two-day delay unless specifically requested by the AA to do so.)
  NOTE: If MORE THAN ONE member of a SVT is unable to travel due to an MWE, the Site Visit must be rescheduled. The decision to reschedule must be made by noon the day before the first day of the site visit.
   
III. An MWE BEGINS DURING a site visit.
 

The Site Visit Coordinator will contact local weather and safety authorities, as well as the SVT and the AAC, regarding whether to:

  • End the site visit early
  • Continue as planned or
  • Extend the visit until safe travel is possible.