Inclement Weather Policy

Category: Operations and General Administration
Responsibility: Associate Vice-President, University Marketing and Communications
Approval: Senior Administrative Council
Issue Date: November 2010
Next Review: November 2012

Introduction
Purpose
Scope
Definition of closing
Essential services
Procedures
Communications procedures
Procedures by department: Brock University Students Union, Campus Security, Centre for the Arts, Community and Ancillary Services Conference Services, Hospitality Services, Food Services, Visitor Services, Youth University, Community Learning, Continuing Education, Parking Services, University Special Events and Brock Card, Facilities Management, Faculty Notification Plan Relaying Class Cancellations to Students, Brock Food/Dining Services, Residences Dining Halls, Hamilton Campus, James A. Gibson Library, University Marketing and Communications, Recreation Services, Residences, Student Development Centre, University Telecommunications

INTRODUCTION

The University will “close” because of severe weather when normal operation would pose a significant danger to students, staff, faculty and the community in attending classes or other activities held at the St. Catharines and/or Hamilton campuses.

The St. Catharines campus includes the main and east campus, Rodman Hall and the Brock Research and Innovation Centre.

It should be noted that given the variation in weather activity between Niagara and Hamilton, there may be situations in which one of the campuses is not affected and can continue with normal operations.

Concerns over safety while on campus and in traveling to and from the campus will be paramount to the University's decision to close. In addition, in making decisions to close, the University will recognize the impact that other closures in the region have for our faculty, staff and students. With those factors in mind, decisions will be based on a variety of information such as:

Weather reports from Environment Canada
Accessibility of campus roadways and parking lots
Reports of road and highway conditions for Niagara and Hamilton
Status of public transportation
Closing of school boards, Niagara College as well as other businesses and services

In this policy “inclement weather” refers to severe weather conditions involving snow, rain, wind and/or ice. If in the event severe weather conditions are sustained over a period of time, this policy may be overridden by the Emergency Response Management Plan.

PURPOSE

The purpose of this policy is:

To co-ordinate information gathering, decision-making and action when the policy is enacted;
To communicate effectively and in a timely manner to the campus community and to the broader community when circumstances threaten to interrupt the normal operations of the University.

SCOPE

This policy applies to all Brock University departments and faculties.

DEFINITION OF CLOSING

Closing the University is defined as:

Classes are not held;
Meetings and other scheduled community events are cancelled. Any exceptions will be communicated via the Brock website and/or local radio stations;
All areas and operations not defined as “essential” are closed;
Examinations scheduled on the day or evening of a closing are cancelled, and rescheduled;
Deadlines for assignments and other submissions are postponed until the same hour of the next academic day on which the University is not “closed.”

ESSENTIAL SERVICES

As the home of 2,400 students living in campus residences, the University is responsible for maintaining essential services necessary for the care of these students and for the protection of life and property throughout emergency closing. The following is defined as “essential services” to be kept in operation during weather-related closing:

Food service in the residences
Campus security services
Facilities management
Animal care
Residence and conference services
Emergency repair and maintenance
Telecommunications – Information Technology Services
Marketing and Communications

Staff to provide essential services will be so designated by the department heads (or delegates) responsible for those services. Department heads are responsible for assigning duties to be carried out and making reasonable arrangements for the protection of essential staff. Department heads are expected to show flexibility and, so far as possible, sensitivity to individuals” needs in assigning duties for “essential services.”

The designation of other essential services must be approved by the department head.

Any employee working in a position identified as “essential services” will continue to perform his/her duties when the University closes unless notified by their supervisor that they are free to leave.

PROCEDURES

Decision to Close
The decision to close the University will be made by the President or Acting President. That decision will be based on a recommendation made to the President by the Vice-President, Finance and Administration following the consultation process outlined below:

In the event the maintenance and operations crew advises that it cannot manage the result of inclement weather in a way that allows for the safe continuation of normal university operations and/or safe access to and from the campus, the Associate Vice-President of Facilities Management will consult with the Director of Campus Security, who will contact the local school boards, Niagara College, the Niagara Regional Police Service, Environment Canada Weather Services and St. Catharines Transit.

The Associate Director of Communications and Public Affairs (in his/her absence, the Media Relations Officer) will monitor media outlets and report information to the Vice-President, Finance and Administration. Similarly, Campus Security will report information to the Vice-President, Finance and Administration (in his/her absence, the Vice-President, Academic).

The Vice-President, Finance and Administration, calls the President (in his/her absence, the Vice-President, Academic) with a recommendation. The decision is made and communicated by the Vice-President, Finance and Administration to the Associate Director of Communications and Public Affairs.

Based on the decision, the Associate Director of Communications and Public Affairs will release announcements to media outlets and make arrangements for information to be posted on the Brock homepage, portal and recorded for the auto-attendant messaging system. Every effort will be taken to communicate the decision by 7 a.m.

Based on the decision, the Associate Director of Communications and Public Affairs will release one of the following announcements utilizing the attached media plan.

Release by 7 a.m.

a) Despite inclement weather (or other events), Brock University will be open today and classes will be held. A decision on evening classes, events and activities will be announced by 3 p.m.

d) Due to inclement weather, Brock University is closed and classes are cancelled for the day. For information on other University programs, events and activities please check with the organizers.

Individual faculty, staff, and students are responsible for checking the Brock website, portal, and/or telephone switchboard, and to listen for local radio station announcements of closures at the University.

In the absence of a communicated decision to close, the University remains open and all activities continue as planned. At all times, individuals should assess their personal safety in deciding whether to come to work or class.

Change of Status During the Day

If the maintenance crew cannot manage the impact of inclement weather in a way that allows for the safe continuation of university operations or safe access to and from the campus, the Associate Vice-President Facilities Management will consult with the Director of Campus Security. In consideration of such circumstances or of weather-related conditions outside of the university, the Director of Campus Security will contact local school boards, Niagara College, Niagara Regional Police, Environment Canada and St. Catharines Transit to assess the likelihood of inclement weather or other events challenging the functioning of the University during the day, including access to and from the Main Campus.

The Associate Director of Communications and Public Affairs (in his/her absence, the Media Relations Officer) will monitor media outlets and report information to the Vice-President, Finance and Administration. Campus Security will then advise the Vice-President, Finance and Administration (Vice-President, Academic, in his/her absence) in time to announce a decision by 3 p.m.

The Vice-President, Finance and Administration, calls the President (in his/her absence, the Vice President, Academic) with a recommendation. The decision is made and communicated by the Vice-President, Finance and Administration, the Associate Director of Communications and Public Affairs prior to 3 p.m.

Evening classes are those that begin as of 5 p.m.

Based on the decision, the Associate Director of Communications and Public Affairs will release one of the following announcements utilizing the attached media plan.

a) Despite inclement weather (or other events), Brock University will hold classes this evening.

b) Due to inclement weather (or other events), evening classes at Brock University are cancelled. For information on other University programs, events and activities please check with the organizers.

c) Due to inclement weather (or other events), evening classes at Brock University are cancelled, as are all campus events and activities.

Closing outside of normal business hours:

If weather conditions justify closing the campus during the late evening, so that night shift staff are not required to come to work, the decision will be made by the Vice President, Finance and Administration, in consultation with the Associate Vice-President of Facilities Management and the Director of Campus Security, who will notify the Associate Director of Communications and Public Affairs. The Associate Director of Communications and Public Affairs will initiate the appropriate communication procedure. Such a closing is effective until the next morning (no later than 7 a.m.) by which time a decision will be made whether the University will be closed any portion of the following day.

If weather conditions justify closing the campus on a Saturday, Sunday or holiday, the Vice-President, Finance and Administration, in consultation with the Associate Vice-President of Facilities Management and the Director of Campus Security, will notify the Associate Director of Communications and Public Affairs.

Non-Closure

Weather conditions can sometimes be intimidating even when the University remains open. Staff living some distance from the campus can be particularly affected. Consistent with any applicable collective agreement, time not worked due to storm conditions, but when the University is open, will be accounted for through leaves available in the conditions of employment.

COMMUNICATION PROCEDURES

During a change of status for the University, the Associate Director of Communications and Public Affairs (or in his absence, the Media Relations Officer), will initiate the following communication. In all cases, local radio and television stations play a key role in informing the Brock community and the general public about changes to the normal operation of the University.

1. Decision to close prior to 7 a.m.

Notify Campus Security of the decision;
Notify the local media by 7 a.m.;
Activate the switchboard auto-attendant messaging system with the relevant message;
Campus Security will post notices around the campus at main entrances and in other key areas;
Place a weather alert notice on the Brock Home Page with a link to the "Brock News" page for details.

2. Change of status during the day, no later than 3 p.m.

Notify Campus Security of the decision;
Notify the local media by 3 p.m.;
Activate the switchboard auto-attendant messaging system with the relevant message;
Send a message to all administrative phone users on campus.
Campus Security will post notices around the campus at main entrances and in other areas and will communicate directly with staff in key areas of the University;
Departments will post notices in their work areas;
Send a campus-wide e-mail blast and post a bulletin on the Brock portal;
Place a weather alert notice on the Brock Home Page with a link to the "Brock News" page for details;
Send a Cable TV Channel 10 alert to all Brock cable users through ITS – Client Services.

Decision to close outside of normal business hours

Notify Campus Security of the decision;
Notify the local media by 9 a.m.;
Activate the switchboard auto-attendant messaging system with the relevant message;
Send a message to all administrative phone users on campus.
Campus Security will post notices around the campus at main entrances and in other areas and will communicate directly with staff in key areas of the University;
Departments will post notices in their work areas;
Send a campus-wide e-mail blast and post a bulletin on the Brock portal;
Place a weather alert notice on the Brock Home Page with a link to the Brock News page for details;

The following local media outlets will be notified in the event Brock University closes due to inclement weather.

AM Radio
CKTB 610
CHSC 1220
OLDIES 1150
CHML 900
CHAM 820
CFBU Brock Radio 103.7

FM Radio
CHTZ 97.7
CHRE 105.7
CKEY The River 105.1
GIANT 91.7
COUNTRY 95 95.3
KLITE 102.9
Y108 107.9

Television
CHCH
Cogeco Cable 10

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Brock University Students’ Union
Juliette Prouse, General Manager
November 2011

1) Procedure when classes are cancelled by 7 a.m.
Campus Security will contact the general manager about a decision being made to cancel classes. The general manager will consult with the Vice-President, Administration and Finance about the scheduled BUSU events and activities. The general manager will then contact the Associate Director of Communications and Public Affairs or alternate Media Relations Officer, (see appendix A for contact information) regarding the status of BUSU events and activities. BUSU will communicate the decision to its constituents. It is possible that BUSU may maintain food services, if required.

2) Procedure when classes are cancelled during the business hours
Same as above.

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Campus Security Services
Donna Moody, Director
November 2011

1) Procedure when classes are cancelled prior to 7 a.m., St. Catharines Campus
(includes main campus, Rodman Hall, and Brock Innovation & Research Centre)

During periods of inclement weather, or when it is anticipated that weather is likely to cause disruption of the regularly scheduled university activities, it is the responsibility of the on-duty Inspector, Special Constable or Senior Commissionaire to monitor the weather and local news broadcasts. In the event the weather requires the attention of Facilities Management personnel, they will contact the staff member listed on the call-out list for Facilities Management.

In consultation with staff of Facilities Management, and in consideration of the local news broadcasts, the Inspector, Special Constable or Senior Commissionaire will contact the Director of Campus Security Services and notify her of the current situation at the University.

The Director of Campus Security Services will contact the following persons for additional information regarding closures, availability of services, and road conditions:

Lori Powell, Transportation for District School Board of Niagara and Niagara Catholic District School Board
David Jastrubecki, Niagara College, manager, Campus Security and Parking Services
Supervisor, St. Catharines Transit Commission
Environment Canada
Communications Supervisor, Niagara Regional Police

The Director may also consult with the Associate Vice-President of Facilities Management in assessing the state of the University property.

When it is determined that a disruption to the University's activities may be necessary, the Director is required to notify Murray Knuttila, Provost and Vice-President Academic, and Kevin Cavanagh, Associate Director of Communications and Public Affairs, and Jeff Sinibaldi, Media Relations Officer.

Once a decision has been made regarding a University closure, the Director will notify the on-duty Inspector or Special Constable. In the event of a University closure, partial closure or cancellation of classes, the on-duty Inspector or Special Constable will continue to monitor University weather advisories, police reports, and news broadcasts. It shall also be the responsibility of the on-duty Inspector or Special Constable to notify the following staff members, at their homes, of the status of the University’s activities and operations:

Karen McAllister-Kenny — Director, Recreation Services
Alan Titley — production manager, BCA
Robert Hilson — Director, Athletics
Darren Harper — Associate Vice-President, Human Resources and EHS
Debbie Kalvee — Associate University Librarian
Debbie Slade — Director, Centre for the Arts
Dorothy Witte — executive assistant to the V-P, Finance and Administration
Ed Blasinski — Director, Project Office
Helene Randle — Executive Director, Rosalind Blauer Centre for Child Care
Jamie Fleming — Director, Residences
Joanne McKee — Associate V-P, Financial and Administrative Services
Kim Meade — Vice-Provost and Associate V-P, Student Services
Melodie Shick- Porter — Director, Clinical Services Health Services
Juliette Prouse — general manager, BUSU
Philip Wright — Associate Vice-President, Information Technology and CIO
Paul Insalaco — resident district manager, Sodexo
Tom Arkell — Director, Community and Ancillary Services
Tom Saint-Ivany — Associate Vice-President, Facilities Mgmt.
Trudy Lockyer — Director, Bookstore/Campus Store

Please ensure contact is made or message left.

In the event of a University closure, partial closure or cancellation of classes, and Luaine Hathaway is not available to contact the following members of the Senior Administrators Council (SAC), the Director will notify the on-duty Inspector or Special Constable to notify the following members of SAC of the status of the University’s activities and operations:

David Petis — Vice-President, University Advancement
Douglas Kneale — Dean, Humanities
Fiona Blaikie — Dean, Faculty of Education
Greg Finn — Vice-Provost and AVP Academic
Gary Libben — Vice-President, Research Services
Jack Lightstone — President
Neil MacCartney — Dean, Applied Health Sciences
Margaret Grove — University Librarian
Mike Plyley — Dean, Graduate Studies
Mike Farrell — University Secretariat
Murray Knuttila — V-P/Academic and Provost
Dean, Faculty of Business
Dean, Mathematics and Science
Thomas Dunk — Dean, Social Sciences
Barry Joe — Director, CTLET

During routine patrol, information affecting other Security Services staff will be communicated by means of the campus radio system. Security Services staff may notify students, faculty, administrative and support staff on campus of reports that affect the University's schedule by circulating and posting advisory notices, verbally informing of the closure and/or cancellation, activities, and operational functions.

Due to the Campus Security Services being designated as an essential service, staff members will be required to stay on duty until such time that they are relieved by replacement personnel. In extreme conditions, access to University facilities, which will facilitate food, refreshments, sleeping quarters and hygiene, may be made available if required.

Campus Security Services staff, who would experience undue hardship in reaching their work location during adverse weather conditions, must communicate with their immediate supervisor, by telephone, as soon as possible. The same applies to on-duty staff who might be required to leave the workplace for an emergency situation external to the University.

During long-term interruptions to the normal functioning of the Campus Security Services, on-duty staff will endeavour to communicate with off-duty staff to accommodate planning and organization of Campus Security Services’ activities, staffing, and travel.

Hamilton Campus
In the event of the Hamilton Campus being closed prior to the start of the business day, Commissionaire staff will not be required to attend work. Notification of a closure will be obtained by contacting the Campus Security Services office of the St. Catharines campus or through Hamilton area media outlets.

2) Procedure when classes are cancelled during the business hours

St. Catharines Campus
In consultation with staff of Facilities Management, and in consideration of the local news broadcasts, the Inspector, Special Constable or Senior Commissionaire will contact the Director of Campus Security Services and notify him/her of the current situation at the University.

The Director of Campus Security Services will contact the following persons for additional information regarding closures, availability of services, and road conditions:

Environment Canada
Communications supervisor, Niagara Regional Police
Kim Yielding — communications manager, District School Board of Niagara (DSBN)
Jennifer Brailey — communications manager, Niagara Catholic Education Centre
Lori Powell — Transportation for: District School Board of Niagara and Niagara Catholic District School Board
Supervisor, St. Catharines Transit Commission
David Jastrubecki— Niagara College, manager, Campus Security and Parking Services

The Director may also consult with the Associate Vice-President of Facilities Management in assessing the state of the University property.

When it is determined that a disruption to the University's activities may be necessary, the Director is required to notify Murray Knuttila and Kevin Cavanagh or Jeff Sinibaldi.

The Director may also consult with the Associate Vice-President of Facilities Management in assessing the state of the University property. When it is determined that a disruption to the University's activities may be necessary, the Director will notify the Vice-President, Finance and Administration, as soon as possible.

In the event of a partial closure, the on-duty Inspector, Special Constable or Senior Commissionaire will continue to monitor University weather advisories, police reports, and news broadcasts. During routine patrol, information affecting other Security Services staff will be communicated by means of the campus radio system. Security Services staff will also inform students, faculty, administrative and support staff on campus of reports that affect the University's schedule of activities and operational functioning. This notification will take the form of circulating and posting advisory notices and verbally informing of the closure and/or cancellation.

When a decision is made to close the University during the business day, staff of Campus Security Services will facilitate locking of pertinent rooms, halls and buildings, in accordance with routine closing procedures, after ensuring that all users have left the areas. Campus Security Services staff will be required to maintain normal duties and attention to the departure of all visitors on the University grounds that are not considered essential services. On-duty staff will continue to monitor the grounds, and will utilize the call-out list of Facilities Management, if additional services are required.

Campus Security Services staff who would experience undue hardship in reaching their work location, during adverse weather conditions, must communicate with their immediate supervisor, by telephone, as soon as possible. The same applies to on-duty staff who might be required to leave the workplace for an emergency situation external to the University.

Hamilton Campus
When the Hamilton Campus is closed during the business day, the Commissionaires on duty will consult with the Inspector of Operations, to receive pertinent closing instructions. The Commissionaires will ensure the safe departure of all staff and students prior to locking the building and grounds. The Commissionaires will then be allowed to leave the campus.

3) Procedure for weekends
During the weekends and holidays, the procedure to be followed will be the same as the above.

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Centre for the Arts
Debbie Slade, Director
November 2011

1) Procedure in the event of a weather watch advisory
The Office of University Marketing and Communications will advise of any weather watch advisories issued for St. Catharines. In anticipation of inclement weather that may impact scheduled activities and events occurring on campus, an email will be sent to Facilities Management, Campus Security and University Marketing and Communications with information regarding activities scheduled over the next 48 hours.

2) Procedure during regular hours: For Centre for the Arts and Rental events.
After consultation with Vice-President, Finance and Administration, Campus Security and Facilities Management, staff will contact artist(s), group or organization to confirm cancellation.
Centre for the Arts staff members will contact artist(s), group or organization to confirm cancellation.

Centre for the Arts staff will contact patrons where possible to inform of the cancellation of performance and any other pertinent information. Rental clients will be responsible for contacting their patrons with assistance from the Centre staff.

NOTIFYING MEDIA: The managing director will notify the Office of University Marketing and Communications that the performance is cancelled. During regular business hours, the Office of University Marketing and Communications will contact local radio stations with this information.

WEBSITE: Marketing staff or Client Services manager will post a notice on the main page of the Centre website. In absence of marketing staff or Client Services manager, the theatre technician will attend to this detail.
VOICE MAIL: The box office main menu will be updated with performance cancellation information.
VOICE MAIL: Individual staff members voice mail messages and administration office voice mail messages must be updated to reflect performance cancellation information. This can be done from home where staff cannot make it safely to campus for their shift.
NOTE: The box office will add a bulletin to the Box Office Main Menu instructing callers during “snow” months i.e. Dec - March. Example: “For information on performance cancellations due to inclement weather, please visit www.arts.brocku.ca or listen to the local radio stations for regular updates.”
The University will ONLY cancel classes NOT departmental events. Each department will be responsible for the cancellation/continuation of any scheduled events.
TENANTS: During “snow” months, a list of the steps to take should a Rental event be cancelled will be mailed with each contract. Tenants will also be instructed to contact

Campus Security to contact either the managing director or production manager to start the cancellation process in motion.

When classes are cancelled and the performance is not, local radio stations will be contacted by the Office of University Marketing and Communications to inform them that the performance will continue as scheduled.

3) Staff is off-campus/after-hours/weekends (see attached NOTES for Centre staff)
After office hours or on weekends, Centre staff will contact local radio stations. The same procedures will be followed, but in consultation with tenant and staff and other campus personnel as needed.

PLAYBILLS: Information will be added to Playbills printed during the winter months advising patrons of our interruption of normal operations policy

NOTES FOR Centre for the Arts staff members:

When the decision has been made to cancel a performance due to inclement weather, please follow these steps:

WEBSITE: Post a “Feature Notice” on our website. The “feature” is already created, it will just need to be updated. Insert the performance that is being cancelled in the “Subtitle” line. Set the start date to the day that the cancellation has to be finalized and the end date, the follow day or the next business day we will be open (depending on the weather). Then click the “update” button at the bottom of the page.

Centre staff who know how to post a “Feature” on the Centre website:

Sara Palmieri, sales and marketing manager
Michael Chess, promotions assistant
Linda Hilko, Client Services manager
Ian McPherson, technician

STAFF IS OFF-CAMPUS/AFTER-HOURS/WEEKENDS: It will be the responsibility of whomever is in the office when the cancellation has been finalized to send out the PSA via email, fax, phone, etc.

If Centre for the Arts staff members are unable to get on campus due to the severity of the weather, the cancellation notice will have to be done from someone’s home. The staff member will be contacted by either the managing director or production manager with the request.

Fax (on Centre letterhead when possible), call-in and/or email a PSA cancellation announcement the below radio stations. In the email and fax subject line please put: “PSA – PERFORMANCE CANCELLATION – Centre for the Arts, Brock University”

Giant 91.7 FM
CKEY-FM The River 105.1, Z101
97.7 HTZ FM, EZ ROCK 105.7 FM, CKTB 610 AM
CFBU 103.7

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Community and Ancillary Services Conference Services, Hospitality Services, Food Services, Visitor Services, Youth University, Community Learning, Continuing Education, Parking Services, University Special Events and Brock Card
Tom Arkell, Director
November 2011

1) University Marketing and Communications will advise of any weather watch advisories issued for St. Catharines. In anticipation of inclement weather that may impact scheduled activities and events occurring on campus, an email will be sent to Facilities Management, Campus Security and University Marketing and Communications with information regarding activities scheduled over the next 48 hours.

2) Procedures when classes are no later than 7 a.m.:
When classes are cancelled no later than 7 a.m., all scheduled (until 4 p.m.) seminars, conferences, courses and programs, plus all scheduled (until 4 p.m.) client-organized or sponsored rentals, will be cancelled.

All program/rental coordinators should:

Contact the program/event organizer and advise them of the closure. • Contact the program instructor and advise them of the closure. • Where feasible, contact delegates/learners and advise them of the closure.
Advise the Office of University Marketing and Communications, Campus Security, and the Office of the VP, Finance and Administration of the nature and magnitude of the programs and events that are cancelled.
Change departmental and personal voice mail to advise of the campus closure.
Post signs on the doors of the rooms that were to be used for the program or event.
Contact catering and other effected departments to amend arrangements.

3) Procedures when classes are cancelled during business hours:
When classes are cancelled during business hours, all scheduled evening seminars, conferences, courses and programs, plus all scheduled evening client-organized or sponsored rentals, will be cancelled.

All program/rental coordinators should:

Contact the program/event organizer and advise them of the closure. • Contact the program instructor and advise them of the closure.
Where feasible, contact delegates/learners and advise them of the closure.
Advise the Office of University Marketing and Communications, Campus Security, and the Office of the VP, Finance and Administration of the nature and magnitude of the programs and events that are cancelled.
Change departmental and personal voice mail to advise of the campus closure. • Post signs on the doors of the rooms that were to be used for the program or event.
Contact catering and other effected departments to amend arrangements.

4) Procedures for weekend activities:
The procedure for weekend closings will remain the same as above, however, program coordinators should be reminded that prior to leaving the office on the Thursday prior, that a complete list of activities must be supplied to the Office of the VP, Finance and Administration in order that the VP is aware of the activities scheduled for that weekend. The program coordinator must supply contact information with the list of activities.

5) Brock Card
The Brock Card will continue to function for all on and off campus vendors provided there is no power disruption or network interruptions.

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Facilities Management Department
Thomas Saint-Ivany, Associate Vice-President, Facilities Management
November 2011

1) Essential Services Staff – Facilities Management.
All Facilities Management staff are designated as ‘essential services staff’ for the purposes of the University’s Inclement Weather Policy. Based upon the situation at hand, risk, availability (e.g. vacation status), and time of day/week, the directors of each Facilities Management Services unit will determine the staffing levels “necessary for the care of students and for the protection of life and property throughout the emergency closing.”

Administrative details regarding ‘essential services staff’ will be promulgated by the University and the Facilities Management department.

2) Provision of Snow and Ice Control Services. Facilities Management provides snow and ice control services at the main campus utilizing personnel (“Grounds Team”) and equipment resources of the University. Contracted snow and ice control services are provided at other locations including 573 Glenridge Ave., 4 Norman Rd. (International Centre), East Academic, Quarryview Residences, the Heritage Plaza, Rodman Hall, the former Canada Haircloth Building (downtown St. Catharines), and the Hamilton Campus. The administration of those University contracts varies from site-to-site with Facilities Management providing, as a minimum, standards and technical assistance to individual site administrators.

3) St. Catharines Campus Snow and Ice conditions.
a. During Normal Hours of Operation (Monday to Friday, 7:30 a.m. to 4 p.m.). The manager of the Grounds Team will report to the Director, Maintenance and Operations Services and the Associate Vice-President, Facilities Management if the roads and parking lots cannot be cleared at any site. The Associate Vice-President, Facilities Management will advise and inform the Director of Campus Security Services regarding conditions on the Main Campus and/or other sites.

b. During Grounds Crew Off-Shift Hours. Campus Security Services staff will determine if the roads, parking lots and walkways require snow/ice removal to keep the university in operation. They will then call in the Facilities Management snow clearing crew as per the call-in list which is provided by Facilities Management to Campus Security Services prior to the beginning of each snow season. If the security officer has a problem contacting the employees on the list, they then call the manager of the Grounds Team, or as an alternate, the director, Maintenance and Operations Services.

The Grounds Team snow removal crew lead hand will assemble the crew required. If the roads and parking lots at any site cannot be made clear, the snow removal crew lead hand will then call the manager of the Grounds Team prior to 5:30 a.m. to advise him.

The Grounds Team manager will then advise the Director, Maintenance and Operations Services and the Associate Vice-President, Facilities Management before 5:45 a.m. if roads and parking lots cannot be cleared by the Grounds Team snow removal crew and/or contractors. The Associate Vice-President, Facilities Management will then call the Director of Campus Security Services with advice and information regarding conditions on the Main Campus and/or other sites.

4) Other Inclement Weather-Related Emergencies.
a. During Business Hours. Call Facilities Management Emergency Line: extension # 3000. The Customer Service representative will direct the call to the correct trade and/or manager.

b. During Off-Shift Hours. Campus Security Services calls the appropriate tradesperson if the campus has any emergency that requires Facilities Management staff. A trades duty schedule is provided by Facilities Management to Campus Security Services every three months. If Campus Security Services is unable to contact the trades needed from the list or if security is unsure of the proper trade to contact, they call the Manager that they think is appropriate. The Director, Maintenance and Operations Services is called if applicable Maintenance and Operations Services Managers or tradespersons cannot be contacted. If the tradesperson called needs help, he/she will use the trades duty schedule to call the appropriate tradesperson. For a long-term emergency, crews stay on campus as required until the emergency is cleared.

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Faculty Notification Plan Relaying Class Cancellations to Students
Murray Knuttila, Provost and Vice-President Academic
November 2011

Procedure for communicating with students and faculty when classes are cancelled by the University.

When the University is closed, all classes are cancelled.

The Provost (and/or alternate) Luaine Hathaway will advise the Deans via phone and/or email. (See Campus Security section)
Students and faculty will get information through the University communication procedures, which include local radio stations, the home page and other methods.

Procedure for faculty members to communicate with students if they cancel classes when the University is open.

When instructors cancel a class, the course instructor (faculty member) will make every reasonable attempt to notify students enrolled in the class via a class email bulletin using the my.brocku.ca portal.

IMPORTANT NOTES: To be able to do this, all instructors must be clearly identified with the current course schedule. Contact the scheduling office via email (schedule@brocku.ca) All students need to be informed of the process by their instructors and reminded to check the portal for class messages during periods of inclement weather.

Steps to follow to send class bulletin:

Log in to my.brocku.ca portal
Go to bulletin channel and select “submit a class bulletin”

The instructor should also notify their departmental administrative assistant who will place a notice on the door of the classroom when courses are cancelled.

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Brock University Food/Dining Services
Paul Insalaco, Resident District Manager, Sodexo
November 2011

Attached are the detailed plans that have been developed for the academic year, in the event that there is a need for change in normal operations due to inclement weather or other circumstances. It is our intention to offer the most service as possible for the Brock community, but also recognize with possible labour shortages, we will need to alter hours of operations, type of service and menu in some locations.

It is with most importance that there be no disruption in the Residence Dining Program, and our main focus will be to provide service to those students. Should the University remain open, and classes be cancelled, we will keep as many retail locations open as possible. Should the University close, the retail locations will also close.

**Note: Please see separate policy for procedures during summer conference season from May to August.

Should the University remain open, and classes are cancelled, the staff are expected to report to work for their scheduled shifts. A fan out system will be used for all dining personnel to bring as many to campus as safety will allow. Staff may be redirected in job/duties for the day based on locations that are open. It is our goal to open as many locations as possible to serve the Brock community.

Residences Dining Halls
Locations of Service

We will maintain our regular service hours of operation in the dining halls. Some stations may need to be modified in service style to assist with staff availability, but there should be no decrease in services offered. Student employees may also be called to assist with staffing needs.

Tim Horton’s – Main Lobby
Based on staff availability, we will open Monday to Friday from 7:30 a.m. to 4:30 p.m. should the University remain open, and classes cancelled. We will close if the University is closed.

Tim Hortons – Thistle Hallway
Based on staff availability, we will open Monday to Friday from 7:30 a.m. to 1 p.m. should the University remain open, and classes are cancelled. We will close if the University is closed.
Walker Complex Food Court and Guernsey Market

Services provided in each of these locations will be determined based on staff availability to come to campus for shifts. Every effort will be made to keep at least one location open if the University is open, and classes are cancelled. If the University is closed, both will be closed.

Alphie’s
Based on staff availability, we will open Monday to Friday from 11:30 a.m. to 2 p.m. should the University remain open, and classes are cancelled. We will close if the University is closed.

Catering Services
All catered functions will be cancelled on individual basis and priority.

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Hamilton Campus
Mandeep Mukkar Ippolito, Facilities Officer
September 2012

PROCEDURES FOR CLOSING HAMILTON CAMPUS IN INCLEMENT WEATHER
See Procedures: Inclement Weather Policy web site: www.brocku.ca/marketing-communications/policies/inclement-weather-policy

When the Hamilton Campus of Brock University is closed due to extreme weather conditions, details will be announced by the following local television and radio stations. The decision to close the building will be announced by 7 a.m. for day classes and by 3 p.m. for evening classes over the following stations:

FM: The New 95.3 95.3 Klite 102.9 Y108 107.9
AM: OLDIES 1150 CHML 900
CHAM 820 CKTB 610
T.V.: CHCH TV (Channel 11 – Hamilton)

A message that the building is closed will also be recorded on the voice mail message at 905-547-3555, ext. 3600 or “0”.

Normally, if classes are cancelled during the day, evening classes will also be cancelled, however, in the event that conditions improve significantly, the building will be opened for evening classes. Conversely, if classes operate during the day and conditions deteriorate, a decision may be made to close the building. In either case, evening students should be advised to listen to the above radio stations for cancellations.

Closing of the St. Catharines Campus does not necessarily mean that the Hamilton Campus is closed and conversely, the closing of the Hamilton Campus does not mean that the St. Catharines Campus is closed.

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James A. Gibson Library
Debbie Kalvee, Associate University Librarian
November 2011

In the event of inclement weather, the Library will observe the University’s Inclement Weather Policy, and these additional policies and procedures.

1. WHEN CLASSES ARE CANCELLED BY 7 A.M.:

The University Library and the Map Library will remain closed.
This information will be communicated through a notice on the Library’s home page and through a recorded message on the Circulation Services telephone number (905.688.5550, Ext. 3228).

2. WHEN CLASSES ARE CANCELLED DURING BUSINESS HOURS:

The University Library and the Map Library will close. The University Librarian or designate will decide on an appropriate closing time in consultation with key staff.
Information will be provided to library users through frequent announcements on the public address system, and through notices on the Library’s home page, and in strategic and high traffic areas. Campus Security Services will assist in clearing the library floors.
Library users are not required to return borrowed materials during the inclement weather period. Due dates will be adjusted accordingly.
THE ABOVE PROTOCOL WILL ALSO BE OBSERVED ON EVENINGS, WEEKENDS AND HOLIDAYS.

3. PROCEDURES FOR STAFF:
If the University and the Library remain open during inclement weather, all library staff are expected to make every reasonable effort to report for work. However, staff are advised not to take unnecessary personal risks when it is not safe to travel to work. If weather conditions make it impossible to maintain a reasonable level of service, the University Library, including the Map Library, will close.

When classes are cancelled by 7 a.m.:

The Associate University Librarian, Services & Facilities or designate will post a message on the Library’s home page and adjust the Circulation Services telephone greeting.
Library staff are responsible for checking the Brock website, portal, and/or telephone switchboard, and to listen for local radio station announcements of closures at the University.
A decision to offer evening classes will be announced before 3 p.m. If evening classes are offered, the Library will open at 5 pm. A notice to this effect will be posted on the Library’s home page. Staff who are scheduled to work during the evening are responsible for checking the media to determine whether the University will be open.

When classes are cancelled during business hours:

The University Librarian or designate will decide on an appropriate closing time for the Library in consultation with key staff. All department heads will be notified, who in turn will advise their staff of the closure.
Circulation Services staff will make frequent announcements on the Library’s public address system, advising users of the specific closing time; the status of classes; and the return time of reserve materials and laptops.
The Associate University Librarian, Services and Facilities, will advise Library Systems staff to post a notice on the Library’s home page and will notify Campus Security Services and the switchboard of the closing time. Campus Security Services will assist library staff in clearing the floors.
Signs will be posted in strategic and high use areas, including the service desks on the main floor, University Library and Map Library entrance doors, and the Library elevator doors.
Department heads will contact library staff scheduled to work later in the day to advise them not to report for work.

Evening, weekend and holiday procedures:

If inclement weather develops before the Library opens on weekends and holidays, staff are expected to listen for local radio station announcements of closures at the University.
If inclement weather develops during opening hours, Campus Security Services will advise Circulation Services staff to close the Library. The senior staff member on duty should contact the University Librarian or designate to decide on an appropriate closing time. If the University Librarian or designate cannot be reached, the recommendation of Campus Security Services will be followed. Circulation Services staff will contact those scheduled to work later in the day or evening to advise them not to report for work.
The same closing protocol listed above will be followed.

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University Marketing and Communications
Kevin Cavanagh, Associate Director, Communications and Public Affairs
November 2011

Refer to the Inclement Weather Contact List, Appendix A, for numbers and alternates.

Change of status prior to 7 a.m.

The Associate Director, Communications and Public Affairs, or his/her alternate (Media Relations Officer) will notify the local media prior to 7 a.m. (see Appendix B for the media contact list.)
ITS, Telecommunications Services will activate the switchboard auto-attendant messaging system with the relevant messaging. University Marketing and Communications will work with ITS, Telecommunications Services to co-ordinate switchboard messaging and distribution of information to media and the web.

The Associate Director, Communications and Public Affairs or alternate (Media Relations Officer) will contact Ed Blasinski (or alternate) of ITS Telecommunications Services, to ensure the message has been activated. Either a pre-recorded message or a new message can be used. Indicate the time the message is to be deactivated.

The on-duty Administrative Inspector, Campus Security Services, will post notices around campus at main entrances and in other key areas. The Associate Director, Communications and Public Affairs, or alternate (Media Relations Officer) will contact Ext. 3200 or 4300 if details are needed.

The Associate Director, Communications and Public Affairs or alternate (Media Relations Officer) or the Web Editor will post an alert on the Brock home page, with a link to the "News Around Campus" page for details. This message will also be posted on the main page of The Brock News site and on the my.brocku.ca portal.

When the “News” section of the Brock home page is updated, an automatic message posted to Brock’s Facebook and Twitter pages directs viewers to the Brock website for more details. The Social Media Co-ordinator, Media Relations Officer, and Writer/Editor will also have access to these social media portals in the event that these messages need to be directly created/updated.

The Associate Director, Communications and Public Affairs or alternate (Media Relations Officer) will send the closure information to Gary Cigic, ITS, Client Services, who will prepare a Cable TV Channel 10 alert to be sent to all Brock cable users (Thistle hallway TVs and residence cable subscribers)

Change of status during the day, no later that 3 p.m.
The Associate Director, Communications and Public Affairs or alternate (Media Relations Officer) will notify the local media by 3 p.m. (see Appendix B for the media contact list.)

ITS, Telecommunications Services will activate the switchboard auto-attendant messaging system with the relevant message. University Marketing and Communications will work with ITS, Telecommunications Services to co-ordinate the switchboard messaging and distribution of information to media and the web.

The Associate Director, Communications or alternate (Media Relations Officer) will contact Ed Blasinski (or alternate) of ITS Telecommunications Services, to ensure the message has been activated. Either a pre-recorded message or a new message can be used. Indicate the time the message is to be deactivated.

The on-duty Administrative Inspector, Campus Security Services, will post notices around campus at main entrances and in other key areas. The Associate Director, Communications and Public Affairs or alternate (Media Relations Officer) will contact ext. 3200 or 4300 if details are needed.

A weather alert notice will appear on the Brock home page with a link to the "News" page for details.

A weather alert notice will appear on the Brock Facebook and Twitter Page with a link to the "News" page for details.

A Cable TV Channel 10 alert will be sent to all Brock cable users through ITS-Client Services.

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Department of Recreation Services
Karen McAllister-Kenny, Director
November 2011

1) Procedures for when the University is closed by 7 a.m.:

The Walker Complex will close and Recreation Services events will be cancelled
Should classes be cancelled, Recreation Services staff will put messages on the Welcome Desk, equipment room, Aquatics, Zone phones to indicate that all classes, programs and activities scheduled for the Walker Complex are cancelled due to the weather. The website (brocku.ca/recreation-services) will be updated to indicate that all programs are cancelled and the facility is closed.
The Athletic Director will be notified to try to cancel athletic events and practices.
Program co-ordinators and full-time staff will contact student staff, instructors, program participants by email and phone to inform them of program cancellations. Off-campus programs will be cancelled if Brock is closed.
The University Communications officer will be notified of major community programs which are cancelled, for release to the media.

2) Procedures for when the University closes during business hours:
During working hours and when staff is on-site.

Should the University declare that classes are cancelled, programs run by Recreation Services will also be cancelled.
Staff will attempt to notify program participants, officials, and staff by phone and email. Off-campus sites will be notified.
Information will be posted on the Recreation Services and Aquatics websites.
Voice Messages at the Welcome Desk, equipment room, Aquatics, and the Zone will indicate that the Walker Complex has closed due to inclement weather.
Should a “booked event”, i.e., a varsity game be scheduled, staff will consult with the Director of Athletics to find out whether the game must be played (team, officials available). If the game must go ahead, the Directors of Recreation Services and Athletics must try to ensure that enough staff are available to stay to operate the event safely. As well, those staff must have a safe way home following the event. Campus Security and Facility Management staff will be notified if an event is going to occur.
The Director of Athletics will work with coaches to cancel practices.

3) Procedure for weekends:

Should the University close on the weekend, the Director will be notified by Campus Security, and will notify the appropriate facility and program supervisors.
Supervisors will notify staff who are scheduled to work and attempt to notify program participants.
Information will be put onto all phones and the departmental website. Signage will be posted on doors to building if possible.
The communications officer will be notified to alert the media of the cancellation of programs.

4) When a Weather Warning is Issued

The Director of Recreation Services will notify Campus Security, Facility Management, Office of University Marketing and Communications, Director of Athletics re: programs that are scheduled and may be affected. Programmers will notify external event organizers that their event may be affected.

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Department of Residences
Jamie Fleming, Director of Residences
November 2011

Preamble
During the academic year, the residence system accommodates approximately 2,400 students and operates 24/7. Inclement weather, which may result in cancelled classes, would not normally result in the residences closing. Only under extreme circumstances and/or emergency situations would the residences close during the academic term (according to the Residence Agreement), and would students be required to vacate their rooms.

[Note: see separate policy by Conference Services for procedures during summer conference season (May-August)]

There are student staff (Residence Life Staff) who live in residence and are available to monitor residence life 24 hours per day, seven days per week. Should there be severe inclement weather or other circumstances requiring that normal operations be interrupted and the University closes, the operation of residences can continue for a limited period of time (2-3 days) without full-time Residence administrative staff being on-site. Coordination of student staff can be done by phone and/or e-mail to ensure each separate residence complex is monitored.

STAFFING:

Full-time Department of Residences staff:

Should the University close, full-time staff would not be expected to come in to, nor stay at work. The exception being, the Service Desks are considered essential and must remain operating during the closure. The Service Desks may be staffed with full-time and/or part-time staff depending on the time of the closure and availability of staff.
The Department of Residences senior management (director and three managers) is expected to be in communication with each other should the University close.
The Director of Residences (or designated alternate) will contact the three full- time Managers to give and get pertinent information and updates. Managers will communicate with staff in their primary areas of responsibilities:
- Manager, Residence Life will communicate with Residence Life Co-ordinators, who will then communicate with student Residence Life Staff (Head Residents and Dons), as needed
- Manager, Residence Facilities and Finance will communicate with Facilities Supervisors, who in turn will communicate with their Assistants and the Service Desk staff, as needed.
- Manager, Residence Admissions and Administration will communicate with the Admissions/Admin staff.

Service Desks:

One or both Service Desks may be staffed with fulltime and/or part-time student staff (on pay sheets)
Service Desk staff (or Residence Life Staff) can post information regarding closures and any other pertinent information

Student staff:

Residence Life Staff: each “separate” residence life staff is responsible for separate residence complexes. Minimum numbers (50% of staff complement) would be expected to be present in residence. RLS is to continue to do rounds to monitor residence life and residence facilities.

Food Services:

Residence food service facilities would continue to operate during University closure and/or cancelled classes. Hours of operation, menu choices, etc might be modified (See separate food services policy/protocol by University Food Services, Sodexo for inclement weather)

FACILITIES:

Custodial and Facilities Management:

Assume Facilities Management would continue to provide base services (Eg: heat, water, electricity; snow removal*)
Cleaning and removal of garbage/recyclables would be monitored should custodial staff not be available

Snow removal: a priority will be clearing routes for food services deliveries to residence kitchens and clearing fire exits around traditional style residences (DeCew, Vallee, Earp and Lowenberger) as well as exit doors for students who use wheelchairs or scooters who live in residence as identified at the beginning of each academic term (EG. Usually in most of the “15” units in courts 1-6 of the Village Residence.

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Student Development Centre
Cathie Closs, Director
Updated November 2011

PROCEDURES

1. Procedure when University closure is announced by 7a.m.

The Student Development Centre will close.
The Director (or alternate in the Director’s absence) will listen for the radio announcement prior to leaving for Brock. The Director will contact the Office Co-ordinator who will ensure that messages are put on the front office telephone lines to indicate that the Student Development Centre is closed as the University is closed due to weather conditions and that all students with appointments, workshops and scheduled exams for the day will need to contact the office the next day that the University is open in order to re-schedule.
The Director will contact the Manager of Personal Counselling and the Aboriginal Student Advisor.
The Manager of Personal Counselling will contact the Counselling service provider (if possible) and every effort will be made by their Administrative Assistant to contact the Counsellors and the students who have a scheduled appointment for that day.
When possible, the Assistive Technologist will arrange for a message to go up on the SDC website. (same as phone message).
All staff of the Student Development Centre will receive the information about the closure through the normal University communication channels (e.g. webpage, portal, radio stations etc.).
When the University re-opens, the Administrative Assistants will be responsible for removing messages from doors, phone lines and website and the Manager of Personal Counselling will notify the Counselling Service Provider that the Centre has re-opened.

2. Procedure when University closure is announced by 3 p.m.

The Student Development Centre will close.
Before leaving the office, a designated Administrative Assistant will change the telephone message on extensions 3240, 5484, and 4750 and place a note on the doors of ST 400 and ST 411 to indicate early closure as the University is closing due to inclement weather.
The relevant staff members, with the assistance of the Administrative staff, will make an effort to contact and inform those students with appointments scheduled between the time of closure and the end of the day.
The Aboriginal Advisor will contact the Six Nations radio station letting them know that Aboriginal Student Services at Brock is closing at 3 p.m. (or whatever time the closure occurs) as the University is closing due to inclement weather.
Any tests/exams either scheduled or in progress with Services for Students with Disabilities will stop at the same time the University says it is closing for the day. (i.e. the University might announce at 2 p.m. that the University is closing at 3 p.m. All exams will therefore stop at 3 p.m.). If the announcement is made soon enough, the Accommodations Coordinator will not have any students start an exam if they will be unable to finish by closing time for the university. (e.g. if the University announces at 1 p.m. that they will be closing at 3 p.m. and a student is to start a 3 hour exam at 1 p.m., the student will not start to write the exam).
When possible, the Assistive Technologist will arrange for a message to go up on the SDC website. (same as phone message).
When the University re-opens, the Administrative Assistants will be responsible for removing messages from doors, phone lines and website and the Manager of Personal Counselling will notify the Counselling Service Provider that the Centre has re-opened.

3. Procedure for weekends when the University is closed.

The Student Development Centre will close.
If exams or workshops are scheduled, the Accommodations Co-ordinator and/or Instructor will listen for the radio announcement prior to coming to Brock. The Accommodations Coordinator/ Instructor will contact the Office Coordinator and messages will be put on the front desk telephone lines to indicate that the Student Development Centre is closed due to weather conditions and that all students with scheduled exams or workshops will need to contact the front office the next day that the University is open to re-schedule.
Should the University not announce the closure until after staff have arrived at Brock the same procedure for scheduled exams will be followed as described under the procedure for a 3 p.m. closure as in 2 above.
When possible, the staff person who is in the office will arrange to change the telephone message on extensions 3240, 5484 and 4750 with the same message as in the second bullet point in this section.
Before leaving the office, the staff person will put a note on the front doors of ST 400 and ST 411. The note will include the same message as the one to be put on the phones.
When possible, the staff person will arrange for a message to go up on the SDC website. (same as phone message).
When the University re-opens, the Administrative Assistants will be responsible for removing messages from doors, phone lines and website and the Manager of Personal Counselling will notify the Counselling Service Provider that the Centre has re-opened.

Note: The Associate Vice-President of Student Services will be consulted prior to any office closure except on weekends.

RELATED DOCUMENTS: Brock University’s Interruption of Normal Operations Policy

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University Telecommunications
Recorded Switchboard Phone Messages
Ed Blasinski, Director, Project Office
November 2011

The following guidelines are for access and implementation of the Shared Distribution List or System-wide Mail Box Distribution for ALL mailbox users who are Brock Administration class — basically all Faculty and Staff who have voicemail.

Residences have there own SDL list designations which should be implemented separately following the same procedure.

As you normally would, login to your own Voicemail Mailbox. At the prompt, press the numbers “75” A system prompt will say “Compose, enter a list of address’s” Enter the Brock Admin SDL addresses. In this case, list 100 + #, 101 + #, 102 + #, Followed by another # sign when finished entering the address.

The system will then prompt you “to begin recording, Press 5” There will a series of simple confirmations along the way.... Once the message is completed and you are satisfied, Press 79 to send. The message will then be sent out to all Admin mailboxes.
Residence SDL notification addresses are list 103,104,105.

Departments will post notices in their work areas. Each department will take responsibility for this initiative. A broadcast e-mail will be sent to all computer users on campus.

The Associate Director of Marketing and Communications (or alternate) will prepare a draft e-mail and forward it to the Vice-President Finance and Administration for approval and the Vice-President, Advancement for information. The Vice-President Finance and Administration will then approve and send the e-mail message to edb@brocku.ca or guy@brocku.ca.
The Vice-President Finance and Administration will contact Ed Blasinski (ext. 4002) or Guy Desjardins (ext. 4001) of the Information Technology Services department to alert them that the message is coming. To Ed or Guy after hours, please refer to the appendix for home and cell numbers.
If needed, visit the ITS office in the Mackenzie Chown Complex, room F314, to inform them of the message.
A weather alert notice will appear on the Brock home page with a link to the "News" page for details. See above.

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