Continuity of Operations

Including Emergency Closure of State Agency Facilities

MnDOT Policy #AD011
Effective: February 9, 2026

Please go to the MnDOT Org Chart to find specific contact information: Org Chart.

Responsible Senior Officer: Deputy Commissioner/Chief Administrative Officer
Policy Owner: Director, Office of Administration
Policy Contacts:

Human Resources, Labor Relations (for questions regarding paid leave)
Emergency Management, Safety, Worker’s Compensation Manager (for questions regarding COOP)

Policy statement

The Minnesota Department of Transportation (MnDOT) fully adopts the enterprise policy, Emergency Closure of State Agency Facilities, HR/LR #1437, issued by Minnesota Management and Budget (MMB) and incorporated herein by reference. The objective of the enterprise policy is to provide standards and expectations to state agencies regarding closure of facilities during a natural or human-made emergency. MMB ensures that the enterprise policy is accurate, updated, and that relevant interpretations of law are considered.

General standards and expectations for closing state facilities due to a natural or other emergency, and the emergency paid leave process are found in the enterprise Emergency Closure of State Agency Facilities policy.
In addition to following the requirements of the enterprise policy:

Each MnDOT building must develop and maintain a Building Emergency Plan that is consistent with the Emergency Action Plan template.
Each MnDOT office and district must develop and maintain a Continuity of Operations Plan (COOP) that is consistent with the Governor’s Executive Order #24-01 regarding a COOP and MnDOT Continuity of Operations User Manual. The office and district COOPs must be updated by December 31 each year.

Reason for policy

The enterprise policy, Emergency Closure of State Agency Facilities, requires agencies to:

Adopt the enterprise policy. Agencies may develop additional agency-specific sections and supplemental forms that are consistent with the enterprise policy and the law and are approved by MMB.
Instruct employees on the enterprise policy, including that emergency paid leave may not be granted for all emergency events, nor to all employees.
Determine the extent of an emergency and consult with MMB on the need to activate the agency Building/Facility Emergency Plan or COOP.
Consult with MMB to determine if facilities should remain open or be closed.
Ensure the continuation of critical priority services.
Address special circumstances (for example, road closure) that may occur when employees assigned to provide critical priority services are not able to report to work. Consult with MMB for the appropriate course of action.
Keep current emergency contact lists used by the agency and MMB to provide notification of facility closings and other emergency notices.
Request MMB to authorize emergency paid leave for eligible employees.
Assign employees alternative work or to alternative work sites (for example, telework) where appropriate.
Consult with MMB to try to synchronize office closure efforts for agencies with shared office space.

Additionally, Executive Order #24-01 requires agencies to develop agency-specific COOPs.

This policy assigns responsibilities for developing and maintaining Building Emergency Plans and COOPs, as well as assigns responsibilities for emergency closure of agency facilities.

Applicability

All MnDOT employees must comply with this policy.

Key stakeholders with responsibilities under this policy include:

Office Directors/District Engineers
Agency COOP Coordinator (Office of Administration – Emergency Management)
Local COOP Coordinators
Safety Administrators
Facilities Managers
Office of Human Resources
Office of Communications and Public Engagement
All Employees

Definitions

Building

Any structure utilized or intended for supporting or sheltering any occupancy.

Building Emergency Plan

A written set of instructions that outlines what employees and others in the workplace should do in an emergency. The Building Emergency Plan(s) should address emergencies that the employer may reasonably expect in the workplace (for example, fire, severe weather, bomb threat, violent incident, etc.).

Continuity of Operations Plan (COOP)

The plan developed and implemented by each state agency to continue priority services during any event or emergency that would threaten to disrupt those services.

Critical Priority Services

The limited set of agency functions that must be continued throughout, or resumed rapidly after, an interruption of normal activities. Priority 1 and 2 services are collectively called critical priority services.

Responsibilities

Office Director / District Engineer (OD/DE)

Determine the extent of an emergency or business interruption and whether to activate the Building Emergency Plan or the COOP. Notify the Assistant Commissioner as soon as feasible.
Follow the Crisis Communications Plan when circumstances require closure of a MnDOT facility.
Ensure the continuation of critical priority services and determine which employees are assigned to provide critical priority services.
When employees are not assigned to an alternate work location when a facility is closed, work with the Assistant Commissioner and the Office of Human Resources to determine whether to request emergency paid leave from MMB.
Designate a Local COOP Coordinator for the office/district.
Ensure the Office/District COOP is completed and updated by December 31 each year.

Agency COOP Coordinator (Office of Administration – Emergency Management)

Ensure that offices and districts create a COOP and update it by December 31 each year.
Submit COOP documents to MMB, as requested.
Inform MMB when an office or district activates the COOP.
Consult with MMB to determine if facilities should remain open or be closed and to try to synchronize office closure efforts for agencies with shared office space.
Develop, implement, and evaluate agency-wide COOP training.

Local COOP Coordinator

The responsibilities for the Local COOP Coordinator, Safety Administrators, and Facilities Managers are primary, high-level responsibilities that must be assigned within each MnDOT office or district, recognizing that Office Directors and District Engineers have discretion in determining which staff positions provide the specific responsibilities.

Coordinate the creation, maintenance, and communication of the office/district-specific COOP.
Update the COOP by December 31 each year.
Work with the Agency COOP Coordinator to develop and implement office/district-specific COOP training.

Safety Administrators

Create, maintain, communicate, and provide training on the Building Emergency Plan for each building.

Facilities Managers

Coordinate the evacuation/closure of the facility and take necessary action in accordance with the Building Emergency Plan and/or COOP.

Office of Human Resources

Instruct employees on the enterprise policy, including that emergency paid leave may not be granted for all emergency events, nor to all employees.
Following consultation with the Office Director/District Engineer and Assistant Commissioner, request MMB to authorize emergency paid leave for eligible employees when employees have not been assigned to work at an alternate location.

Office of Communications and Public Engagement

Collaborate with the Office of Human Resources and the Office of Administration – Emergency Management to develop and implement the MnDOT Crisis Communications Plan.

Employees

Provide and keep personal and emergency contact information current in Employee Self Service.
Determine if their assigned facility has been closed before the start of their work shift by:

Listening to local radio and television stations
Reviewing MMB’s emergency website, Be Ready MN
Following any office/district-specific emergency procedures

If the facility is closed and the employee is not assigned to perform critical priority service(s), the employee should:

Not report to the facility until they are given guidance or a “return to work” directive
Follow agency instructions for returning to work after the emergency has ended.
Follow agency communication protocols for emergencies.

If the facility is not closed, the employee should:

Take personal responsibility for their own health and safety
Discuss with their supervisor how to address any absence according to this policy or the enterprise policy.

Maintain contact with supervisor and follow supervisor instructions.
Be familiar with the applicable Building Emergency Plan.
Follow the office/district COOP.

Policy Owner (Director, Office of Administration)

Review the policy every two years, or whenever MMB makes changes to the enterprise policy, to ensure the policy remains up to date.
Ensure documents and training associated with the policy remain current.
Monitor state, federal, enterprise, agency, or other requirements that apply to the policy or procedures.
Consult with the Office of Chief Counsel to ensure the policy and procedures remain compliant with all state, federal, enterprise, agency, or other requirements.
Ensure that necessary approvals by state or federal agencies are obtained before changes to the policy or procedures are implemented.
Work with the Policy Coordinator to revise the policy and/or confirm its accuracy.
Communicate policy revisions, reviews, and retirements to stakeholders.

Resources

Executive Order #24-01
Emergency Closure of State Agency Facilities, HR/LR #1437
MnDOT’s Policy Website

History and updates

Adopted

February 9, 2026

Policy Review

This policy's next scheduled review is due February 2028.

Executive Order #24-01