Interruption of Normal Operations Policy




Interruption of Normal Operations Policy

Responsibility: Director, Student Development Centre

Approval: Associate Vice-President, Student Services

Approval Date: March 28, 2004

Issue Date: March 2004

Next Review: March 2008

INTRODUCTION
This Policy outlines the activities taken when there is inclement weather or other circumstances that threaten to interrupt the normal operations of the St. Catharines Campus.
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 students who access the Student Development Centre services when circumstances threaten to interrupt the normal operations of the Centre.

SCOPE
This policy applies to all staff of the Student Development Centre.

TENETS
The Student Development Centre will make every effort to maintain services despite inclement weather or other circumstances that threaten to interrupt the normal operations of the University. The Student Development Centre will make every effort to inform staff, students and to consult with the Associate Vice-President of Student Services in a timely and effective manner when this policy is enacted. This policy applies throughout the year during the Student Development Centre’s operating hours, exams/testing periods and week-end activities. Staff are advised not to take unnecessary personal risks when it is not safe to travel to work.

PROCEDURES

1. Procedure when classes are cancelled by 6:00am.

Director has established a phone tree system to check on weather conditions in various locations (we have staff in Fort Erie, Welland, Grimsby, Niagara Falls, St. Catharines and Hamilton), and through this consultation, a decision is made about whether or not the office will be open.

If the office is to be kept open, at least one person is selected and agrees to be at the office. Others make their own decisions based on the severity of the weather in their locations.

If the office is to remain closed, a designated Administrative Assistant puts a new message on the office answering machine indicating the closure, and the Director tries to get someone at the University (eg Residence staff) to put a note on the office door. The Counselling service provider is contacted (if possible) by the Manager of the Counselling service and every effort is made by their Administrative Assistant to contact the students who have a counselling appointment scheduled with us. (We are, at this point, unable to contact the other students who have appointments booked with other Centre services). The Aboriginal Student Advisor contacts the Six Nations radio station (CKRC) re: office closing.

2. Procedure when classes are cancelled during business hours, by 3:00pm.

Director (or designate), determines on the basis of the severity of the weather and in consultation with staff whether to:

1. Keep the Centre open with a full staff
2. Keep the Centre open with a partial staff
3. Close the Centre

In the event that the decision is made to close the Centre, before leaving, a designated Administrative Assistant changes the telephone message, places a note on the door, and the relevant staff members, with the assistance of the Administrative staff and the Director, make an effort to contact and inform those students who have appointments scheduled between 3:00pm and 4:30pm. If Aboriginal Services is to be closed, the Advisor contacts the Six Nations radio station.

3. Procedure for weekends.
The center is closed on weekends, except if we have exams scheduled for students with disabilities and/or are running training programs (e.g. Foundations in Leadership). In both cases, the Manager, in consultation with the staff in these service areas make the decision re: whether to remain open to administer the exams and/or offer the programs or to close.

If the office is to remain closed, every effort is made by the Accommodations coordinator(s) and/or group facilitator(s) to contact the students who are supposed to write exams or attend the training and let them know that things will be re-scheduled.

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

RELATED DOCUMENTS:

Brock University ’s Interruption of Normal Operations Policy