UIndy Extreme Weather Policy

Responsible Offices: Campus Police, Student Affairs, Risk Management, Facilities Management, and Academic Affairs

Effective Date: March 2019

Purpose

To prescribe policy and operating procedures for campus during short-term extreme weather conditions.

Scope

This policy applies to students, faculty, and staff, and applies to short-term extreme weather situations. 

Definitions

Essential Employees are all persons assigned to essential functions. All persons assigned to these functions are considered to be "essential" and will continue to work as scheduled and as required during the extreme weather. In addition, certain other individual employees may be identified in advance as "essential." Employees must work closely with their supervisors to determine whether they are essential employees. See Essential Personnel Guidelines. 

Essential Functions include, but are not limited to, snow removal, public safety, steam plant, student housing, health services, telecommunications, and food service. Employees must work closely with their supervisors to determine whether they perform essential functions. 

Extreme Weather Conditions are defined as severe or inclement weather that has the potential to disrupt the normal operation and/or activities of the college. Examples include snow, ice, severe cold, high winds, tornadoes, earthquakes, flooding, etc. 

Short-term - Decisions about closure or modifications to campus operations are made and communicated on a daily basis; however, a short-term extreme weather event is defined as approximately lasting up to 4 to 6 days. The definition of short-term is also contingent upon compliance with lawful orders by civil authorities at federal, state, city, and county level. 

Policy Statement

As the University of Indianapolis is a residential campus, every effort will be made to keep the business of the University running as close to a normal schedule as possible. However, the University recognizes that adverse weather conditions can impact the University. While every attempt is made to maintain normal operations and services for the benefit of students, faculty, and employees, it may occasionally be necessary to close the University or modify the schedule when extreme weather conditions occur. 

Decision-making Process

The Chair of the Extreme Weather Team (Chair) will initiate conversations with members of Facilities Management and University Police to assess weather forecast, road conditions, campus conditions (sidewalks, doors, parking lots), etc. Depending on the outcome of this conversation, the Chair will decide whether to convene all or part of the Extreme Weather Team for further evaluation and assessment of the weather situation.

The Extreme Weather Team (Team) is comprised of employees who are responsible for coordination and implementation of the extreme weather response plan. The Team is made up of employees from the following departments: Student Affairs, University Police, Facilities Management, Risk Management, University Events, Academic Affairs, and Athletics.

The Team will meet virtually or in-person to be briefed on the latest forecast, review emergency procedures, and discuss the context of the immediate circumstances including the safety risk probability for those anticipating travel to or from campus. Other items to be considered are the time of day, weekend/weekday, expected duration of the weather event, current road conditions, scope and scale of weather event and impacted area, updates and warnings from local public safety officials and civil authorities at federal, state, county, and city levels including local, state, and federal Homeland Security. Each member of the Extreme Weather Team is expected to report on factors specific to their departments.

The Team will be on "standby" and available by phone during the time preceding and during the extreme weather.

The Team will formulate a recommendation about how to respond. The Chair will contact the President with the recommendation and supporting details. In consultation with the President, an extreme weather response will be made for the University. Once the decision is made, the Chair will communicate the decision to those in charge of University Communications.

Decision Timeframe

An extreme weather decision for day classes will ordinarily be made by 6 a.m. An extreme weather decision for evening classes will ordinarily be made by 3 p.m.

Developing weather conditions may require that the decision and announcement be made later than the times indicated above. 

CATEGORIES

1. Two Hour Delayed Opening or a Campus Opening at 10 a.m. - Classes that begin prior to 10 a.m. have the option to be held virtually or canceled at the discretion of the faculty/instructor. Faculty/Instructors are responsible for communicating with students in a timely manner (at least 60 minutes before the start of a class) how the class session will be delivered and/or modified to account for the missed class session. Faculty/Instructors who cancel class need to report the cancellation to their direct academic supervisor. Classes that begin at 10 a.m. or later will take place as scheduled. Administrative offices will open at 10 a.m. Essential personnel report to work at regular times. Dining Services will operate on a normal schedule.
2. Campus Closed - Classes will have the option to be held virtually or canceled at the discretion of the faculty/instructor. Faculty/Instructors are responsible for communicating with students in a timely manner (at least 60 minutes before the start of a class) how the class session will be delivered and/or modified to account for the missed class session. Faculty/Instructors who cancel class need to report the cancellation to their direct academic supervisor. All activities are canceled and administrative offices are closed during the specified time. Essential personnel are to report to work at their regular worktimes unless previously notified of an earlier or later time by their supervisor. Non-essential personnel should not report to work. Dining Services should operate on a normal schedule.
3. Early closing – University operations will be closed at some point during the day or evening. Classes that begin after closing will have the option to be held virtually or canceled at the discretion of the faculty/instructor. Faculty/Instructors are responsible for communicating with students in a timely manner (at least 60 minutes before the start of a class) how the class session will be delivered and/or modified to account for the missed class session. Faculty/Instructors who cancel class need to report the cancellation to their direct academic supervisor. Activities that begin at or after the early closing time will not meet. Administrative offices will close during the specified time. Essential personnel are to report to work at their regular worktimes unless previously notified of an earlier or later time by their supervisor. Non-essential personnel should not remain at work. Dining Services should operate on a normal schedule.
4. Cancellation of off-campus classes and activities at a specific site – University operations located at a specific off-campus site will cease. Classes will have the option to be held virtually or canceled at the discretion of the faculty/instructor. Faculty/Instructors are responsible for communicating with students in a timely manner (at least 60 minutes before the start of a class) how the class session will be delivered and/or modified to account for the missed class session. Faculty/Instructors who cancel class need to report the cancellation to their direct academic supervisor.
5. University Closed – If circumstances warrant, University leadership can declare that the University is closed, meaning there will be no classes or activities in any format. All activities are canceled and administrative offices are closed during the specified time. Essential personnel are to report to work at their regular worktimes unless previously notified of an earlier or later time by their supervisor. Non-essential personnel should not report to work. Dining Services should operate on a normal schedule.

Note 1: If faculty/instructors do not have power at their home they should contact their direct supervisor and/or dean to communicate to the students for their class.

Note 2: Faculty/instructors and students who do not have access to resources to facilitate remote instruction will not be penalized for lack of attendance for traditional face-to-face classes. 

Student Clinical or Internship Activities

The University reserves the right to restrict student clinical or internship activities during inclement weather to maintain student safety. All students on clinical rotations/internships are encouraged to discuss a plan of action with their site preceptor or supervisor which shall comply with the following procedures: 

1. All University students on clinical rotations/internships should follow clinic/hospital/company policies and procedures for their specific site during inclement weather. However, student safety must remain a priority. A student should contact their clinical coordinator/director/internship coordinator at the University for guidance as soon as possible. A determination will be made, on a case-by-case basis, as to whether the student should proceed or remain at the clinical or internship site. 
2. If an evacuation order is issued, students and their clinical supervisors should consult about the appropriate course of action. 

Communications

Extreme weather decisions will be communicated in the following ways:

• University email
• Watchdog alerts (Review your alert settings on My UIndy)
• Website (My UIndy and uindy.edu)
• Social media (including the UIndy App)
• Local radio and television outlets

In the absence of any communications about the University of Indianapolis, employees and students should assume the University is operating on a normal schedule.

Events

If campus is closed, normally all events will be canceled. However, if a visiting athletic team and officials are already on campus to play an athletic game, it is likely the game will proceed. A decision to cancel a previously scheduled event will be made by the Extreme Weather Team and communicated by Marketing and Communications. The Team will determine whether the campus building can be safely utilized, sidewalks and parking lots can be cleared to allow for safe passage of the public, and predicted weather conditions are acceptable. Providing essential services to residential students takes priority over service for an event.

University Services

In extreme cases, when administrative offices are closed as well as classes canceled, food service, university police department, and facilities personnel will continue to provide essential services on campus. 

Employees

Note: This part of the Extreme Weather Policy does not apply to Temporary Status Employees 

When extreme weather conditions close the University or cause a delay, all employees will be compensated at their regular rate based upon their scheduled work hours, regardless of their ability to report to work for the duration of time defined as short-term in this policy. Employees on approved vacation, unpaid leave, personal or sick leave, etc. may not substitute this paid time for the leave previously requested.

Exempt staff may be asked to follow the Telecommuting Policy during a campus closure.

Weather-related Absence when the University Remains Open

Employees are expected to make every reasonable effort to report to work during adverse weather conditions. The University does consider the safety of its employees to be a top priority and encourages employees to use their best judgment regarding travel conditions.

Employees who are unable to report to work because of adverse weather conditions when the University remains open must notify their supervisor in accordance with departmental procedures for reporting absences. If an employee is unable to report to work, the employee must take vacation time or personal leave. In addition, a non-exempt employee may request to make up the missed time on campus during the workweek as long as no overtime is incurred.

If a non-essential employee believes that weather conditions require them to leave campus early for their personal safety when the college is open, the employee has the option to use accrued vacation or personal leave for that purpose. It is important for these employees to coordinate closely with their direct supervisors in these situations.