Appendix 2: Snow and Severe Weather Procedures
The following is the procedure to cancel classes and close the administrative offices of the University. Certain functions (e.g., research and clinical activities, residential housing facilities) require that the University never entirely close. On rare occasions, severe winter storms may necessitate that the University cancel classes and close many of its administrative offices. The closing of the Laboratory Schools will be authorized by the Director of the Laboratory Schools or designee.
Procedure for Canceling Classes and Closing Offices
- The Executive Director of the University Police Department and the Associate Vice-President for Facilities Services (or designee of either) will confer with the EC if they believe that weather conditions make travel to or around the campus unsafe.
- If they believe taking action is appropriate, the Associate Vice-President for Facilities Services (or designee) will confer with the IC for authorization. If the IC is unavailable, the Associate Vice-President for Facilities Services will confer with other available members of the Policy Group (If no member of the Policy Group is available, the alternate EC may act using his/her best judgment.
- Upon receipt of authorization, the Associate Vice-President for Facilities Services will in turn notify the following departments:
- University Police Department;
- Emergency Manager;
- Provost’s Office;
- Networking Services and Information Technology (to provide information on Web site);
- Emergency Closing Center (to provide information to local media);
- Residence Halls and Commons (to notify residents);
- University Human Resources Management (to notify academic divisions and administrative offices); and
- Real Estate Operations.
Procedures for Keeping Snow Plan Current
- Watch list contact name and number changes will be updated immediately with the EM and on appropriate Web sites.
- Emergency plan changes will be incorporated into the plan and sent in complete form to the ED; and old plans will be replaced on Web sites with hard copies.
- Watch Team procedures will be incorporated into the University Plan.
- The following are annual responsibilities of the ED:
- Each year the ED will review and update instructions for 4-SNOW and the Emergency Closing Center.
- Each year the ED will review the 4-SNOW procedure with the University Police Department, Facilities Services, and the Vice-President for Administration and Chief Financial Officer to make sure the procedure is current.
- Each November, the ED will inform Division/Department heads that the plan exists and request them to tell their essential personnel that they should ignore closing announcements and report for work.
- Each November, supervisors will identify their essential personnel and inform them of their responsibility to report for work even if class and administrative offices close. Essential personnel are any employees who are vital to the operation of critical services and research and whose presence is required regardless of the existence of an emergency condition. Supervisors advise their essential personnel how to contact them should weather circumstances delay or prevent them from reporting for work.
- Each December, the ED will ask the Chronicle editor to publish a reminder about the closing procedure.
- Each June, the ED will work with The University of Chicago Directory staff to ensure that snow-closing information is included in the next edition of The University of Chicago Directory.
