INFORMATION SERVICES

SAFETY and SECURITY

Policy 70140: Inclement Weather

1. Purpose

1.1. This policy shall establish the process for determining when to close the campuses and/or cancel classes due to inclement weather and how to communicate notice of closings.

2. Policy

2.1. Responsible Parties:

The Vice President for Academic Services and Vice President for Administrative Services are jointly responsible for making a decision on closing the campuses and/or canceling classes. The College reserves the right to hold classes or operations at one campus when the other campus is closed if the situation warrants. The Vice Presidents shall employ various methods to research conditions including assessments from College staff, Virginia Department of Transportation, and weather services.

Each person who has responsibility for inclement weather closing procedures shall notify others in the process when he or she will be unavailable and will designate a substitute and communicate this information to other individuals in the process.

2.2. Closed Campuses:

When an individual campus is closed, all classes, meetings, programs, and other activities are canceled at that particular campus. No faculty, staff, or students involved at that particular campus are to report to that campus except essential personnel who are to report as scheduled within their work units. Non-essential employees reporting to work when closings have been announced or communicated shall not be credited with compensatory time in accordance with policies of the Commonwealth of Virginia. Essential personnel are deemed those necessary for safety and security, to remove snow, ice and/or other debris, to affect repairs to the building and building systems, and to remove hazards preventing operations.

The bookstore, food services, and ODU Teletechnet courses will close in conjunction with closings and class cancellations; no classes, no service. If classes are in session, the services will be available.

Use of the College facilities by outside groups will be cancelled in conjunction with closings and class cancellations.

2.3. Delayed Opening:

(NOTE: THIS SECTION CONTAINS A CHANGE TO PREVIOUS POLICY)

When the College will open on a delayed basis, classes will begin and employees are to report at the time announced. Classes will begin when the college officially opens and any remaining time for instruction will be utilized. For example, if the class is scheduled to begin at 9:30 a.m. and the college opens at 10:00 a.m., instruction for that class will commence at 10:00 a.m.

2.4. Classes Canceled:

When only classes are canceled, employees shall be expected to report to their normal workstations. In such an event, the radio or television announcement will include the time for administrators and staff to report.

2.5. Off-Campus Sites:

Closings at off-campus sites will be determined and communicated by the Vice President for Academic Services or his designee. If an off-campus site is closed for its other intended purpose, classes will not be held at that site until it reopens. For example, if a class is scheduled for a high school and the high school announced it is closed for the day, Germanna shall not conduct classes at that site on that day.

2.6. Weekend Activities:

Determination of weekend cancellations and closings shall be the responsibility of Vice President for Academic Services using the same resources as indicated in Section 2.1. Due to resource limitations, snow, ice, and/or debris removal abilities are limited for Saturday and Sunday classes.

2.7. Safety Notice:

If classes are held and/or campuses are open, each individual must assess conditions at the point from which that person is traveling since conditions can vary throughout the service region. No one is expected to place class or work attendance above personal safety.

2.8. Media Stations and Announcements:

Announcements will normally be broadcast on the following radio and television stations:

Radio Stations:
WFLS/WYSK/WWUZ	93.3 FM/99.3 FM/96.9 FM	Fredericksburg, VA	http://www.fredericksburg.com/closings
WBQB/WFVA	101.5 FM/1230 AM	Fredericksburg, VA	http://www.fredericksburg.com/closings
WJYJ	90.5 FM	Fredericksburg, VA	http://www.fredericksburg.com/closings
WJMA	103.1 FM	Orange, VA
WINC	92.5 FM	Winchester, VA
WRVA	News Radio 1140	Richmond, VA
WTOP	107.7 FM / 1500 AM	Washington, DC

Television Stations:
WRC	Channel 4	Washington, DC
WJLA	Channel 7	Washington, DC
WRIC	Channel 8	Richmond, VA
WWBT	Channel 12	Richmond, VA
WVIR	Channel 29	Charlottesville, VA

Students, faculty, and staff are urged to listen to one or more of the above media stations for announcements concerning the College whenever weather conditions are questionable instead of calling the College. If students or employees cannot first obtain the information from the media stations, then they may contact the College phone lines for a recorded message. The telephone numbers are (540) 727-3000 for the Locust Grove Campus and (540) 710-2000 for the Fredericksburg Area Campus.

3. Procedures

3.1. Decision to Close or Open Late:

3.1.1. Assessment and Reporting:

The Vice President for Administrative Services will designate individuals in different areas of the service region to assess weather and roadway conditions. The Buildings & Grounds Superintendent will assess conditions on campus through personal observation, staff reports, and reports from on-duty security personnel. Additionally, the Vice President for Administrative Services shall research road conditions and weather predictions through Internet websites, television reports, and/or radio reports.

All individuals will report their findings and recommendations to the Vice President for Administrative Services or a named designee by 5:30 a.m.

3.1.2. Decision-making:

The Vice President for Administrative Services shall call the Vice President for Academic Services with a summary of conditions and recommendations not later than 5:50 a.m. The Vice Presidents will make a joint decision.

3.1.3. Communication of Decision:

The Vice President for Administrative Services will contact the President’s Administrative Assistant, the Facilities Manager and the Business Manager regarding the decision. If the decision is to close or delay opening:

¨ The Administrative Assistant to the President will contact the media stations (see policy) with the proper announcement.

¨ The Facilities will arrange with B&G staff and/or contractors for the removal of snow, ice, and/or other impediments from the driveways, parking lots, and sidewalks from both campuses as necessary to permit College operations at the agreed upon time or date.

¨ The Facilities Manager shall arrange for security coverage during the period the campuses are closed.

¨ The Business Manager shall ensure the voice mail messages at the main telephone numbers for both campuses are updated and will arrange for receptionist/telephone switchboard coverage, if necessary.

3.1.4. Delayed Opening:

Classes will begin when the college officially opens and any remaining time for instruction will be utilized. For example, if the class is scheduled to begin at 9:30 a.m. and the college opens at 10:00 a.m., instruction for that class will commence at 10:00 a.m.

If the College opening will be delayed, a time will be announced when the College will open. All employees who were scheduled to begin work on or before the announced time will be expected to report and be ready for work at the announced time. In accordance with State policy, an employee reporting to work earlier than the delayed opening time will not be credited with hours worked or with compensatory time if an announcement regarding the delayed opening was made by the College.

3.2. Decision to Close During the Day:

The Chief Administrative Officers, or designee, at each campus shall assess conditions and make a joint decision. The decision should be made no later than 4:00 p.m. The procedures in Section 3.1.3 will then be employed.

3.3. Weekend Activities:

The Vice President for Academic Services or a named designee will determine whether the College or a campus will be closed or whether there will be a delay in operations. This decision will be communicated to the Administrative Assistant for the College President who will contact the media and the persons identified as responsible for updating the College voice mail message system. The Vice President for Academic Services or a named designee will contact the appropriate Instructional staff and the Buildings & Grounds Supervisor. The Buildings & Grounds Supervisor will contact Security at each campus.

4. Definitions

5. References

6. Point of Contact

Created by Richard L (Rick) Brehm, Vice President for Administrative Services

7. Approval and Revision Dates

Approved by President’s Council September 17, 2001.

Revised and Approved by President’s Council, October 6, 2003.