| Policy Number: ADMIN 105 | Policy Title: Inclement Weather and Suspension of Operations |
| Supersedes Existing Policy? Yes | Policy Sponsor: Senior Vice-President, Corporate Services & CFO |
| Associated Procedure: Yes | Policy Owner: Senior Director, Facilities Management |
| Next Review Date: Nov. 2027 | Date Last Approved by the CET: Nov. 13, 2024 |
| Related Documents and Links |
1. Purpose
Loyalist College strives to maintain regularly scheduled services and operations, however, during severe weather events, the college may suspend normal operations at any or all campuses/locations in the interest of students, employees, and public safety. Individuals should use their discretion, considering travel conditions and their own personal safety, when deciding whether to travel to a college location during incidents of inclement weather.
The purpose of this policy is to outline the key principles for determining if the college will suspend its operations due to severe weather and to provide guidance for employees and students on appropriate actions.
2. Application
This policy applies to all Loyalist College employees, students, visitors, independent contractors, and third-party providers at all Loyalist College locations.
3. Definitions
Essential Service Employee. For the purposes and scope of this policy, essential service employees are defined as those employees designated by their manager as essential to ensure the safety and wellbeing of the college community, the preservation and protection of building assets and/or the minimization of environmental damage.
Suspension of Operations. On-site academic and business activities are suspended, as well as the provision of all support services, except those specified in the Section 6 of this policy.
Inclement Weather. Severe weather events involving excessive snowfall, rain, sleet storms, tornadoes, etc., which may cause it to be unsafe for individuals to remain on site or may limit the movement of individuals to and from their intended destination.
4. Policy
On occasion, severe weather conditions may require the college to suspend its operations when the safety of the college community is at significant risk.
The following criteria will be considered to determine if a college location should suspend its operations:
- The safety of employees and students.
- The ability of the college to maintain the safety of the campus or its building(s).
- Current and forecasted weather conditions.
- Current and forecasted road conditions.
- Public transportation availability.
The decision to suspend operations will be made by the Senior Vice-President, Corporate Services & CFO or the Senior Director, Facilities Management, in consultation with designated individuals at each college location.
5. Notice to Suspend Operations
In the event of inclement weather and the resulting decision to suspend college operations, notice will be provided to the community as follows:
- Posted on the college website’s home page, at loyalistcollege.com
- Shared in a college-wide email
- Posted on the myLoyalist employee and student portal
- Shared through the college’s social media pages
- Relayed to local news and radio stations, where applicable
6. Employee Expectations During Inclement Weather Conditions
If the college does not suspend its operations during inclement weather and an employee is unable to work in person at a college location, the employee should contact their manager and seek approval for alternative arrangements, such as:
- a. working remotely if the employee is able; or
- b. using a vacation day if the employee is unable to work remotely due to the nature of their duties.
If the college suspends its operations, employees will not suffer any reduction in salary for the lost time incurred. When a decision to suspend operations is made prior to the start of an employee’s working hours, they are not expected to work at a college location. Essential service employees who are advised by the college that their services are required will be paid in accordance with the terms of the applicable collective agreement or their employment terms and conditions.
6.1 Essential Service Employees
When operations are suspended due to inclement weather, most employees are not expected to work in person. Employees that provide “essential services” within the scope of this policy will be designated by the department heads deemed responsible for those services during a suspension of normal operations. These employees are required to travel to work safely and report for work to maintain and secure the safety and well-being of persons within college buildings and the college property itself, even if the suspension of college operations is announced prior to the start of a scheduled shift.
The health and well-being of essential workers is a top priority. Essential workers are encouraged to take all necessary precautions when commuting, including the use of safe routes, and anticipating slower travel times due to weather conditions.
For the purpose of a suspension of operations, all Facilities staff are considered essential employees, unless they are specifically released, based on college needs to effectively respond to an emergency. Essential employees may include any other employees designated by Loyalist College Executive Team at the time. Essential employees may be required to remain at work after a campus is closed or to report to work during a campus closure. During a campus closure employees will await direction that they are permitted to leave work or not attend the campus for scheduled work.
Employees in this service category may include:
- Campus security
- Facilities services
- Grounds operations
- Student residences and housing operations
6.2 Faculty
- On-site instruction is cancelled when college operations are suspended. Faculty may use their discretion in cancelling, rescheduling, or adapting instruction to an accessible, alternative format.
- Online courses provided by academic staff may continue as scheduled. Online courses provided by other college partners, including but not limited to Ontario Learn, may continue as scheduled.
- Work integrated learning (WIL) activities (e.g., clinical placements, applied projects, co-op, off-campus placements and service-learning activities) may continue as scheduled, if the partner agency is still operating and accepting students.
6.3 Remote-Capable and Hybrid Employees
Those who can work remotely or have a hybrid work arrangement will work remotely.
6.4 In-person Employees
Those who work at a college location where operations have been suspended and are not able to work remotely due to the nature of their work, should stay home if they are not required to be on-site.
6.5 Employees on Leave
No change will be made to an employee’s status should they be on sick leave, vacation or leave of absence at the time the college suspends its operations.
7. Students
When a college location suspends its operations due to inclement weather, students should refer to their college email, or the location they receive standard communications from their professors, for specific directions regarding coursework. Any classroom or laboratory time, assessments and examinations scheduled during a suspension of operations will be rescheduled at the discretion of the individual program areas or faculty.
If a student determines that it is not safe for them to travel due to inclement weather and the college has not announced a suspension of operations, they should contact their professors, who will follow any guidelines related to classroom, laboratory, or work integrated learning absences.
College buildings will remain open and accessible to students with standard hours during a suspension of operations. However, certain in-person services may not be available at this time. Pre-existing virtual student support appointments may continue as planned.