Purpose

To define the decision process and communications responsibilities if it becomes necessary because of a weather related emergency to delay opening or to close Syracuse University offices that do not provide essential services for resident students.

General Statement of Intent

All Syracuse University offices will generally remain in operation and continue classes and regular services despite adverse weather conditions which may affect transportation and utilities. The continuation of all essential activities is important to meeting the needs of our students, especially for the students that reside on campus. Fortunately, occasions which require the University to close because of weather emergencies are few. In most recent years forced closings have not occurred. Thus, even in time of exceptionally inclement weather, all University employees are asked to accept some personal inconvenience in support of their efforts to meet fully the academic and supporting service needs of our students. In reaching a decision concerning the possibility of a delay or closing during the day, careful attention is given to the expected intensity and duration of a storm. Closing would not be announced at times which would result in dumping additional vehicles on near-campus streets and roadways which may be excessively hazardous and already clogged with vehicles from downtown and other parts of the city. Snow plows, emergency service vehicles, and campus transportation systems must be able to continue to provide services. Protocols that formalize the decision making process and notification responsibilities for weather related delays in opening or for closing University offices are required to maintain a coordinated continuation of essential services for students who reside in campus housing.

Reasons to Close

The decision to close University offices is based on analysis of current conditions and weather forecast information from a variety of credible sources, including direct contact with the National Weather Service office and first hand knowledge of conditions on and around the campus. The following situations are indicative of circumstances that may result in delaying the opening or in closing University offices or curtailing their service activities:

• Thirty-six or more inches of snow accumulation during a 24 hour period. Experience has shown that there is not enough space around the streets and parking lots to pile that much snow and maintain safe access for emergency vehicles and building egress. Snow must be loaded and transported off campus which is a time and resource intensive process. Safe access to and egress from buildings is difficult to maintain.
• Eighteen or more inches of accumulation 2 hours before classes begin at 8:30 a.m. may cause a one hour delay in opening.
• Twelve inches of accumulation with heavy snow falling continuously (very limited visibility) from 6:30 a.m. to 8:30 a.m. and a forecasted accumulation of over eighteen inches may cause a delayed opening or cancellation of classes. Poor visibility severely impedes safe snow plow operation on roads and sidewalks.
• An ice storm or freezing rain during the 6:30 a.m. to 8:30 a.m. time frame may cause delayed opening due to slippery walks and the possibility of falling ice from trees and buildings and broken tree branches.

Decision Responsibility

A decision to close the University is made only by the Vice Chancellor and Provost for Academic Affairs and the Executive Vice President and Chief Financial Officer. Their decision is based on the recommendation of the Director of Business and Facilities Maintenance Services who in concert with the Director of Public Safety, is receiving constantly updated and projected weather information, as well as information from the City Police and City and County Department of Public Works. A notification outline for delayed opening or for closing prior to the work day and during the work day is attached as part of this protocol.

Notifications

A delay in opening or a closing after an overnight storm will be announced on early morning radio broadcasts. Only University News Services, after being notified by the Vice Chancellor and Provost for Academic Affairs, is authorized to transmit to the news media announcements about closings, work schedule changes, or class start delays, except that University College is permitted to authorize its own emergency announcements after receiving clearance from the Vice Chancellor and Provost for Academic Affairs.

In the event that a decision to close offices is made during the day (early release), the information will be given by the Vice Chancellor and the Executive Vice President and Chief Financial Officer as presented on the notification outline. Notification will occur by telephone and/or fax to each department and disseminated to all affected employees. For those departments in which staff are needed to maintain essential services for students, the decision to release employees early will be at the discretion of the Director of that department.

Miscellaneous Information

Pay practices for employees continuing to work after an announced closing time will be communicated by the Associate Vice President of Human Resources so that the practices are done in a consistent and fair manner.