FAIRMONT STATE COLLEGE POLICIES & PROCEDURES















NO. 39





EMERGENCY CLOSING AND/OR CANCELLATION OF CLASSES





Revised February 1999









GENERAL STATEMENT



Fairmont State College does not generally close because of inclement weather. Complete closing is difficult or impossible because functions such as food service, housing, and maintenance must continue for students living on campus.



In the event that an emergency exists, the President has the authority to comply with the emergency situation and close the institution. Work time lost by any employee during a period when the College is closed will be considered regular work time for pay purposes and will not require that the time be charged to annual leave nor will there be a requirement that the time be made up. However, when classes are cancelled but the College remains open, non-teaching staff are expected to report to work. Employees are to use good judgement in determining whether they can arrive to campus safely. Personal leave must be used if the College is open, but an employee cannot make it to campus. Sick leave may not be charged for absence due to weather.



The closing of the College, its delayed opening, and the cancellation of classes are the responsibility of the President, who will consult with others, as appropriate. In the absence of the President, the decision falls to the President's designee (in most cases, the campus Provost/Chief Academic Officer). Members of the President's executive staff will advise the President when they become aware of a situation that may warrant a decision to cancel classes or close the College.



The term "cancel" will refer to classes; "closure" will refer to facilities. Closings will apply to students and all staff except those needed for essential services.



Some examples of decisions (and announcements) that may be made include:

1. Cancellation of 8 a.m. and 9 a.m. classes; non-teaching staff to report as usual.

2. Cancellation of all pre-noon classes; non-teaching staff to report as usual.

3. Cancellation of all pre-noon classes; non-teaching staff to report at 10 a.m. except for those needed for essential services who will report as usual or earlier.

4. Cancellation of all evening classes at all locations (i.e. classes beginning at 5 p.m. or later)

5. Closure of campus until 10 a.m. (includes students and employees not involved in snow/ice removal)

6. Closure of campus until noon.

7. Closure of campus for a full day.



Students must use good judgement in deciding to attend class on days when weather is unfavorable. Student absences are addressed in the Student Handbook.



Even in cases where the College is closed, a skeletal crew may be requested to remain or report to work in order to maintain continuity of essential services. Arrangements for this will be the responsibility of the





Vice President for Administration and Finance. As necessary, the Vice President for Administration and Finance will consult with the Vice President for Enrollment Management and Student Affairs because of the impact on resident students of inclement weather or other emergency situations.



Off-Site and Weekend College Provisions

If the College cancels classes, classes will be cancelled at all satellite sites, unless stated otherwise. The President (or designee) may seek the assistance of the Provost for the Community and Technical College in getting the word out to off-campus sites and in making a decision pertaining to the Weekend College.



PROCEDURES



These procedures will be implemented when inclement weather or a declared state of emergency by the Governor may require the cancellation of classes, the delayed opening, the closing, or the early closing of the main campus or off campus sites in order to assure the safety of students and employees.



When possible, the President (or designee) will attempt to make a decision the evening before a weather event so that it may be reported on the 11 p.m. news and in early morning newspapers. Minimally, the Director of Public Relations should be notified of a decision regarding cancellation/delay/closure by 5:15 a.m. so that media are notified by 5:30 a.m. For evening activities, a decision should be announced by no later than 4 p.m. When conditions arise that might impact the Weekend College schedule and off-campus activities, the Provost for the Community and Technical College will contact the President, who will make a decision regarding cancellation/delay of classes and/or closure. Public announcements regarding off-campus sites may be made on an individual basis. The President (or designee) will contact campus police, physical plant supervisors and others as necessary in making a decision.



For all closings, delays, and/or cancellations, the President (or designee) will notify the Director of Public Relations, who will immediately release the information to appropriate television and radio stations. Employees and students are advised to listen to area media for information regarding closure or delays.



Once a decision is made, the Vice President for Administration and Finance is responsible for promptly putting an appropriate message on the College's general number answering service. Employees and students may hear this message by calling 367-4000.



After being informed of the decision to close the campus or to alter the regular class schedule, the Provost/Chief Academic Officer and other members of the executive staff will inform others accordingly.



If campus police or physical plant staff who are working to clear the main campus of snow/ice believe campus conditions (roadways, parking lots, steps, sidewalks, etc.) are such that a delay in or cancellation of classes or closing of the main campus and/or off-campus sites should be considered, the supervisor (campus police or physical plant staff) should phone the Director of Facilities directly to apprize him of the conditions of the campus. The Director of Facilities will contact the President (or designee) directly.



Each year, on November 15, a memo will go out to all campus employees notifying them of these procedures. Similar notice will be made to students. Notice will again be given early in January. Among other things, the memo/notice will include instructions regarding which television and radio stations will carry information on class cancellations and campus closure.