HS07: Emergency Campus Closing

Policy #:
HS07
Responsible Authority:
Director, Physical Resources
Approval Authority:
President's Executive Committee
Executive Sponsor:
Vice President, Administration
Approval Date:
1996/04/22
Last Reviewed:
2011/08/15
Mandatory Revision Date:
2016/08/15
Downloadable Version:
Emergency Campus Closing

PURPOSE

To outline the process for a campus closure due to weather conditions or other emergencies

SCOPE

This policy applies to all campuses 

DEFINITIONS

Word/Term

Definition

Emergencies

Hazardous situations, building services disruptions, utility failures, floods, excessive heat or cold, or unusually severe adverse weather conditions

College Community

All students, staff of the College, clients served by the College, and visitors to the College

Essential Employees

At Woodroffe, includes all security staff, all facilities operations and maintenance staff and any other employees designated by the President’s Executive Committee at the time of the campus closure. Essential staff for the campuses outside of Ottawa will be designated by the Dean of the affected satellite campus.

POLICY

  1. Algonquin College will to provide a safe learning and working environment for the College Community.
  2. With the exception of the December holidays, the College remains open every day.  Campuses will not normally be closed during inclement weather.
  3. On occasion, unusually severe weather conditions or other emergencies may require a campus to be closed in the interest of safety.  Recognizing that conditions can change quite suddenly, the following guidelines will apply in making the decision to close a campus:

    3.1  If the decision is made to cancel evening classes, every effort will be made to reach this decision by 3:30 p.m.
    3.2  If the decision is made not to open the College for day classes, every effort will be made to reach this decision by 5:00 a.m.

  4. When a campus is closed, the following shall apply:

    4.1   Classes and labs are cancelled;
    4.2   Meetings or other scheduled events are cancelled or postponed;
    4.3   Staff other than those designated as essential are not required to attend work;
    4.4   Tests and examinations are postponed.

  5. The authority to close a campus rests with the President on the recommendation of:

    a.  the Vice President, Administration, or
    b.  the Director, Physical Resources, or
    c.  the Dean  of a satellite campus.

  6. Staff working at facilities other than those operated by the College such as hospitals, clinics, or agencies, will be subject to the decision of those institutions concerning closure regardless of any decision taken by the College.
  7. In order to ensure the health and safety of the College Community, some positions are designated as essential.  Designated essential employees are required to remain at work or report to work as soon as possible in the event a campus is closed.
  8. Any designate will follow the same communication protocol as the officer he/she is replacing.       

    9. 

PROCEDURE


Action


Responsibility                         

1.

 Woodroffe Campus Closure



1.1

In case of unusually severe adverse weather conditions, assess the College’s ability to keep the campus roads, sidewalks  and parking lots clear of snow and ice.


Director, Physical Resources

1.2

Advise the Vice President, Administration if:

  • campuses should be closed ,

  • if early closing is warranted, or

  • if evening classes should be cancelled.


Director, Physical Resources

1.3

During the normal business day, inform the College Administration of the decision to close the campus and advise the following by email:

• the President;

• the Vice Presidents;

• the Executive Director, Advancement ;

• the Registrar;

• the Deans ;

• the Directors;

• the Chairs and Managers;

• the General Manager, Students’ Association.



Vice-President, Administration

1.4

Notify the College Community of the campus closure using appropriate communication channels as identified in the Algonquin ALERT protocol.



Director, Physical Resources

1.5

If the decision is to not open the campus for both the day and evening activities, advise:

  • the President,

  • the Vice Presidents,

  • Executive Director, Advancement



Vice-President, Administration

1.6

Advise all external media organizations such as Radio, TV, newspaper of the closure, as appropriate.


Executive Director, Advancement

1.7

Advise the Manager, Food and Beverage Operations and the General Manager of the Students’ Association.


Vice-President, Administration

2.

Other Campus Closures



2.1

Inform the Vice President, Administration of the campus closure, who will inform the President and Vice Presidents.


Campus Dean/site coordinator

2.2

Advise the administrators on site.


Campus Dean/site coordinator

2.3

Notify the local college community of the campus closure by using the Emergency Broadcast System.


Campus Dean/site coordinator

2.4

Advise local media of campus closure.


Campus Dean/Executive Director Advancement

SUPPORTING DOCUMENTATION
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