Critical/Essential Personnel

In the event of a delay or closure of the University, due to severe weather or an emergency situation, Critical and Essential personnel will be required to work on campus to ensure the safety and continued operations of the University. If your Director has designated you as Essential, this means that your position is vital to the response to or recovery from a disaster or emergency.

A major component of being designated Critical and Essential personnel is the mandatory completion of a series of FEMA training courses. These courses will introduce personnel to the Incident Command System (ICS), National Incident Management System (NIMS) and the concepts and principles of the National Response Framework. Personnel who are involved in any response or recovery efforts on campus will largely benefit from these courses.

This page will provide you with the specific information needed to support your important role. For any questions regarding these courses or other emergency management training opportunities, please contact: Tara Vargovich Training and Exercises Coordinator (407) 882-7111

Critical Personnel

Designated personnel whose job duties affect the security, safety, or physical operation of the University, and who are required to work in the Emergency Operations Center when normal campus operations have been suspended. Critical Personnel may have access to the incident scene upon request from Incident Command Staff. Critical Personnel include:

  • Emergency Coordinating Officers
  • Emergency Support Function Personnel
  • Executive Policy Committee
  • Public Information Officers

Critical personnel will be required to take specific Incident Command System training courses either online or in person as part of their designation. The list below indicates required course for critical personnel. Once completed, all certificates must be submitted to essential@ucf.edu .

  • IS-100
  • IS-200
  • IS-700
  • IS-800
  • Position Specific
  • IS-402* (For Senior Executive Staff)

Essential Personnel

In the event of an emergency, some facilities on campus require designated personnel to ensure continued essential operations. Essential personnel are also required to assist critical personnel when normal operations have been suspended. These include:

  • Building Liaisons
  • Computer Services and Telecommunications
  • Counseling and Psychological Services
  • Damage Assessment Team
  • Environmental Health and Safety
  • Food Services
  • Student Health Services
  • Housekeeping
  • Housing and Residence Life
  • Landscape and Natural Resources
  • Maintenance
  • Payroll
  • Public Works
  • Research
  • Work Control
  • Other as designated

Essential personnel will be required to take specific Incident Command System training courses either online or in person as part of their designation. The list below indicates required course for essential personnel. Once completed, all certificates must be submitted to essential@ucf.edu.

  • IS-100
  • IS-700
  • Position Specific, as applicable

Training Requirements Chart

Click here to view the Training Requirement

Forms

All critical personnel, essential personnel, his or her supervisor, and his or her department’s Dean or Director must complete the Essential Personnel Designation and Notification Form and submit to Human Resources.

  • Essential Personnel Designation and Notification Form - Contracted Employees
  • Essential Personnel Designation and Notification Form

Identification

Once the Essential Personnel Designation and Notification Form is submitted to Human Resources and processed, an Essential Personnel card may be picked up from UCF Card Services (407-823-2100) for employees with a NID. This card will be collected and re-issued each year. A sample of the card is shown below.

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Frequently Asked Questions

1. What does it mean to be designated as “Critical Personnel?”

  • Critical Personnel job duties affect the security, safety, or physical operation of the University. In the event of a critical incident on campus, you are required to work in the Emergency Operations Center to support the university when normal operations have been interrupted. Since emergencies are sometimes unforeseen, you may be required to work during closures, nights, or weekends depending on the severity of the situation. Consequences for failing to or refusing to report to work when required will be handled on a case-by-case basis by your supervisor and may result in disciplinary action up to, and including, termination.

2. Who are Critical Personnel?

  • Critical Personnel will be identified by the UCF Office of Emergency Management. They include: Emergency Coordinating Officers Emergency Support Function Personnel Executive Policy Committee Public Information Officers

3. What does it mean to be Essential Personnel?

  • In the event of an emergency; some facilities on campus require designated personnel to ensure continued essential operations. Essential personnel are also required to assist critical personnel when normal operations have been suspended.

4. What areas would include Essential Personnel?

  • Building Managers
  • Computer Services and Telecommunications
  • Damage Assessment Team
  • Environmental Health and Safety
  • Food Services Housekeeping
  • Landscaping and Natural Resources
  • Maintenance
  • Payroll
  • Public Works
  • Research
  • Work Control
  • Others as designated

5. Who decides if I am designated as “Critical Personnel”?

  • Critical Personnel will be designated through the Office of Emergency Management’s credentialing program. All Critical employees must fill out an Essential Personnel Designation and Notification Form. This form will be signed by the employee, the employee’s supervisor, and the Director or Dean of the department. Three copies of the Form will be made and one copy will be submitted to the employee, the supervisor, and UCF Human Resources on or before February 15th of each year.

6. Who decides if I am designated as Essential Personnel?

  • Essential Personnel will be designated by your department’s Director or Dean. Employees must fill out an Essential Personnel Designation and Notification Form which must be signed by the employee, the employee’s supervisor, and the Director or Dean of the department. Three copies of the Form will be made and one copy will be submitted to the employee, the supervisor, and UCF Human Resources on or before February 15th of each year.

7. What if I am a contracted employee? Do I have to submit an Essential Personnel Designation and Notification Form?

  • Yes, for contracted employees without a NID, the Essential Personnel Designation and Notification Form for Contracted Employees will be used. This form should be completed and submitted to the UCF Director with whom the contracted employee is employed. 

8. Will I receive a special ID that will designate me as Essential Personnel?

  • Once the Essential Personnel Designation and Notification Form has been completed and processed, you will at that point pick up your ID from UCF Card Services. All employees responding to the campus during emergencies must provide the appropriate credentials to gain access to the campus when roadways are closed. It is important to note, you are required to wear your ID at all times while on UCF’s property. For further information, please call UCF Card Services at: 407-823-2100

9. Are there shelters available on campus if I am required to work during a severe weather event?

  • Campus ride-out locations will be available to critical and essential personnel and their immediate family only. Pets are not allowed in on campus when ride-out locations are activated; therefore, owners are encouraged to make prior arrangements to ensure the safety of your pets during an emergency.

10. Is there a chance that non-essential employees may be called in?

  • UCF, through formal planning mechanisms, has developed a Comprehensive Emergency Management Plan to support UCF during disasters and emergencies. Essential Personnel have been designated in support of this plan; however, there may be unforeseen circumstances that require support from additional personnel. Please review this situation with your director or immediate supervisor

11. How do I receive the latest University updates?

  • UCF will provide the most up-to-date information at ucf.edu, on social media, and through UCF Alert.  

12. What happens if I am unable to report to work?

  • Consequences for failing to or refusing to report to work when you when you are required to will be handled on a case-by-case basis by the employee’s supervisor and may result in disciplinary action up to, and including, termination.

13. Do Critical or Essential Personnel require any training?

  • Yes, all Critical Personnel and Essential Personnel must complete Incident Command System training courses. Information regarding the training courses can be found in the training tab above.

14. How will time be documented for A&P and Exempt Personnel required to work during an emergency?

  • All employees regardless of pay status (Exempt or Non-Exempt), who are scheduled to work during the times the university is officially closed are required to document their time on the appropriate paper form available (Timesheet, LAPER, or FEMA tracking form).

15. If Critical or Essential Personnel leave during normal working hours to prep their houses, families, etc., will they receive compensation/time off?

  • Administrative Leave time may only be provided to employees during times the university is officially closed and the employee is scheduled to work. If the university is officially closed during the hours the employee leaves to prepare, the employee will receive Administrative Leave. If the employee leaves during normal work hours, they must use their Annual Leave.