THE UNIVERSITY OF TENNESSEE AT CHATTANOOGA
OFFICE OF THE CHANCELLOR
Administrative Policies and Procedures Statement No. 5
SUBJECT: INCLEMENT WEATHER OPERATIONS POLICY
The University will maintain normal operating hours during inclement weather (snow days) unless a public notice is made to “close the University.” Notice will be given to the appropriate news media early on days of inclement weather. A skeleton force has been charged with coming to the University to perform required functions during inclement weather.
Should the University be “closed,” the operational status of the University will be given clearly regarding: total closure of the University – opening and closing of morning and evening classes, or classes cancelled, but staff report. All employees, except those designated in the skeleton force, shall be guided by the Personnel Policy and Procedure on Emergency Administrative Closings. Should the University be “closed” during finals week during the Spring or Fall semester, make-up of finals for the period the University is closed will be according to the procedure below (summer would be determined as needed.)
PROCEDURE
On days of inclement weather when the University is still open, employees may determine that travel may be too risky for them. If this be the case, they may take annual leave and notify their supervisor of their situation. Non-notification of the employee’s supervisor will result, except in extremely extenuating circumstances, in a day of leave without pay.
Supervisors will take into account the severity of the weather and allow appropriate leeway for these employees to report to their work stations during severe weather conditions.
The Chancellor’s staff will be responsible for identifying the skeleton work force who must work on days of administrative closing and days when classes are cancelled.
If the University opens later than normal business hours on a ‘regular day’ (not a day during finals week) of the Spring or Fall semester, the following starting times will be observed. The University Administration will attempt to re-open the University during the beginning of a regularly scheduled class period:
• Monday – Wednesday – Friday Classes – Will start at even hours (9:00 a.m. – 10:00 a.m. – 11:00 a.m., etc…)
• Tuesday and Thursday Classes – Classes will meet at the announced re-opening time of regularly scheduled classes (9:25 a.m. – 10:40 a.m.; 10:50 a.m. – 12:05 p.m.; 12:15 p.m. – 1:30 p.m.) – Students and staff will report to the class in progress at the stated re-opening time.
• Class Laboratories – For laboratory classes meeting for several hours, the class will meet at the announced re-opening time (eg., lab 8:50-10:40 and the announced re-opening is at 9:00, the lab will meet at 9:00).
For laboratory classes schedule 9:00 – 12:00, and the announced re-opening time is 10:00, the laboratories will convene at 10:00.
If the University opens late on a day during finals week the following schedule will be observed:
• If the University opens during a published exam period the entire exam period is cancelled. Exams will begin with the next published exam period (Example: University opens at 9:00 a.m., the entire 8:00 a.m. to 10:00 a.m. exam period will be cancelled.) Faculty and students will report to the exam period that begins at 11:00 a.m.) Exams will be made up at the same time period during on next available day during exam week (Exams cancelled on Wednesday, Thursday, or Friday will be made up on Saturday; exams cancelled on Monday or Tuesday will be made up on the Wednesday following the final day of exams.)
If the University closes earlier than normal business hours on a day during finals week the following schedule will be observed:
• If the University closes during a published exam period the professor will determine whether to reschedule the final exam or accept the students’ work as sufficient to complete the requirements for the final exam. (Exams cancelled on Wednesday, Thursday, or Friday will be made up on Saturday, exams cancelled on Monday or Tuesday will be made up on the Wednesday following the final day of exams.)
If the University closes for the entire day all exams are cancelled and will be made up as follows: University closes on Wednesday, Thursday, or Friday will be made up at the regular scheduled time on Saturday, exams cancelled on Monday or Tuesday will be made up on the Wednesday following the final day of exams.)
• Safety – The University of Tennessee at Chattanooga understands that inclement weather poses safety hazards, the Office of Safety and Risk Management, along with Public Safety will be consulted as to risks and conditions of travel during the implementation of the “Inclement Weather Policy.”
Faculty and Staff are asked to use discretion in canceling classes, University events, or work units, if these decisions must be made before the official University Closure Announcement is made.
• Evening Hours of Operation – The decision to have evening classes or keep the University open for evening operation shall be made by 2:00 p.m.
Certain key areas need to continue to operate when the University is closed. Arrangement should be made by the individual director to see that these services are maintained with minimum personnel.
Each individual on the Chancellor’s staff will be responsible for making the decision of whether or not to hold special activities taking place in his or her area of responsibility.
During inclement weather the switchboard will be staffed by 7:00 A.M.
It will be the responsibility of the appropriate Vice Chancellor or Dean to ensure that these areas are staffed.
• Public Safety shall make a reasonable effort to notify building occupants of the decision to close the University, or impending unsafe/risk situations, should the Inclement Weather occur during normal hours of operation. Personnel from Public Safety and Facilities Planning and Management will be utilized to make the notification.
• Recorded Messages that announce the University status shall be available via Public Safety, and the Office of University Relations.
• University Website will be updated with an announcement by the Office of University Relations.
• Email message will be sent by the Office of University Relations.
The Officer in charge of the Public Safety shift will be responsible for calling the following individuals at 4:30 a.m. regarding the decision to open/close the University:
Director of Public Safety
Assistant Vice Chancellor for Operations
Office of Safety and Risk Management
Each of the individuals listed above will contact appropriate internal staff and external constituents and will call The Vice Chancellor for Finance and Operations, and convey information on campus conditions, general conditions of the regional area, and will advise on his or her recommendation to close the University or keep the institution open for business The Vice Chancellor for Finance and Operations, will notify The Chancellor of the general condition of the University and of the recommendation to open or close the University. If the Vice Chancellor is not available, the Assistant Vice Chancellor for Operations will make the decision. If the Assistant Vice Chancellor for Operations is not available, the Director of Public Safety will make the decision. If the Director of Public Safety is not available, the Safety Officer/Risk Manager will make the decision.
Should The Chancellor not be available, the Provost will make the decision. If the Provost is not available, the Vice Chancellor for Student Development will make the decision. If the Vice Chancellor for Student Development is not available, the Vice Chancellor for University Advancement will make the decision. When the decision is made to open or close the University, the Vice Chancellor for Finance and Operations will notify Public Safety to contact the below listed staff of that decision:
Vice Chancellor for Student Development
Vice Chancellor for University Advancement
Provost
Athletics Director
*Also notify CARTA Dispatcher
University Relations will notify Public Information Offices
The University Public Safety Department reserves the option of implementing this procedure prior to 4:30 a.m. should the inclement weather occur during daytime or weekend hours.
Updated: 9/15/2006
