| Policy Number: ADMIN 105 | Policy Title: Inclement Weather and Suspension of Operations |
| Supersedes Existing Policy? Yes | Policy Sponsor: Senior Vice-President, Corporate Services and CFO |
| Associated Procedure: Yes | Policy Owner: Senior Director, Facilities Management |
| Next Review Date: September 2029 | Date Last Approved by the CET: September 30, 2026 |
| Related Documents and Links |
1. Purpose
Loyalist College is committed to maintaining safe and effective operations while prioritizing the safety of students, employees and members of the college community during inclement weather.
The purpose of this policy is to establish the principles and decision-making framework for determining when operations at one or more college locations will be suspended due to inclement weather. It also establishes expectations for communicating operational decisions and provides direction to students and employees when local weather, road or travel conditions may affect the ability of students or employees to safely travel to or from a college location.
The college recognizes that weather, road, and travel conditions may vary significantly across its service area. Students and employees are expected to consider local conditions and their personal safety when determining whether it is safe to travel to or from a college location.
2. Application
This policy applies to all Loyalist College employees, students, visitors, independent contractors, and third-party service providers and applies to all Loyalist College locations, operations, and activities.
3. Definitions
College location. A campus, building, facility or other location at which the college conducts operations, provides services or delivers academic activities.
Essential services. Services or functions that must continue during a suspension of operations to support the safety and wellbeing of the college community, protect college property and assets, minimize environmental damage or maintain other critical college operations.
Essential service employee. An employee designated as responsible for performing an essential service during a suspension of operations.
Inclement weather. Weather or related conditions that may create unsafe conditions at a college location or affect the safe travel of students, employees, or other members of the college community to or from a college location.
Suspension of operations. A temporary suspension of on-site academic and business activities and support services at one or more college locations, except for essential services and other activities identified in this policy.
4. Policy
The college will maintain operations whenever it is safe and reasonably practicable to do so. When inclement weather creates significant safety or operational risks, the college may suspend operations at one or more college locations.
In determining whether to suspend operations at a college location, the following factors will be considered based on available information, including:
- the safety of students, employees, and members of the college community;
- the ability to safely access, operate, and maintain college buildings and grounds;
- current and forecasted weather conditions;
- the availability and status of public transportation and other transportation services; and
- the college’s ability to safely maintain operations and essential services.
The decision to suspend operations will be made by the Senior Vice-President, Corporate Services and CFO, or designate, in consultation with appropriate individuals at the affected location(s).
Decisions will be made and communicated as early as reasonably possible based on the information available and the anticipated timing and impact of the weather event. Operational decisions may be reassessed as conditions change.
5. Communication of Suspension of Operations
When a decision is made to suspend operations at one or more college locations, the college will communicate the decision as early as reasonably possible through established college communication channels. The communication will identify the affected college location(s), the effective date and time of the suspension, the anticipated duration where known, and relevant impacts on college operations, services and activities.
The college will provide updates as circumstances change and will communicate when suspended operations are expected to resume.
6. Employee Expectations During Inclement Weather
6.1 When Operations Continue
When the college continues operations during inclement weather, employees are expected to perform their scheduled work. The college recognizes, however, that weather, road, and travel conditions may vary across its service area, and that an employee may determine that conditions affecting their travel to or from a college location are unsafe.
An employee who is unable to report to or remain at a college location due to weather or travel conditions must notify their manager as soon as reasonably possible. Employees designated to perform essential services remain subject to the reporting and notification requirements set out in Section 6.3. The employee and their manager will determine an appropriate work or attendance arrangement, taking into consideration the nature of the employee’s work, operational requirements, and the circumstances affecting the employee’s ability to travel safely. Options may include:
- working remotely, where feasible and appropriate;
- using accumulated overtime, banked time, or time in lieu;
- using a vacation day;
- taking the time as unpaid leave; or
- making up the missed time within an agreed-upon period.
Employees will not be required to undertake travel they reasonably determine to be unsafe. An employee’s decision not to travel does not, however, determine the work or attendance arrangement that will apply. Such arrangements require manager approval and will be administered in accordance with applicable collective agreements, employment terms, and college procedures.
Faculty should refer to the Guideline for Class Delivery during Inclement Weather regarding academic delivery when the college continues operations.
6.2 When Operations are Suspended
When operations are suspended at a college location, employees assigned to that location are not expected to report to or remain at the location or to perform their regular duties remotely. Employees who have been advised that they are required to perform an essential service, or who have otherwise been specifically authorized to work during the suspension, may be required to work as directed.
Employees will not experience a reduction in their regular salary or wages as a result of a suspension of operations.
Compensation and other employment provisions applicable during a suspension of operations will be administered in accordance with applicable collective agreements and employment terms and conditions.
6.3 Essential Services
Certain services must continue during inclement weather and a suspension of operations to support the safety and wellbeing of the college community, protect college property and assets, minimize environmental damage, or maintain other critical college operations.
Employees responsible for performing essential services will be designated by the appropriate department head based on the services required and operational needs. Employees will be advised of their designation, responsibilities, and reporting expectations by their manager.
Employees designated to perform essential services have specific reporting responsibilities during inclement weather. Where an employee designated to perform an essential service is unable to safely report to or remain at a college location due to weather or travel conditions, they must notify their manager as soon as reasonably possible so that alternative arrangements can be made to maintain the essential service.
When operations are suspended, employees designated to perform essential services may be required to report to or remain at a college location where their services are required. Compensation and other employment provisions applicable to employees performing essential services during a suspension of operations will be administered in accordance with applicable collective agreements and employment terms and conditions.
7. Students Expectations During Inclement Weather
7.1 When Operations Continue
When the college continues operations during inclement weather, students are expected to participate in their scheduled academic activities. The college recognizes, however, that weather, road and travel conditions may vary across its service area, and that a student may determine that conditions affecting their travel to or from a college location are unsafe.
Students will not be required to undertake travel that they reasonably determine to be unsafe and will not be penalized for a weather-related absence resulting from such a determination. Students are responsible for notifying their professor as soon as reasonably possible and for following any directions regarding alternative learning activities, missed academic requirements, or other arrangements.
Academic delivery and student participation during inclement weather will be managed in accordance with the Guideline for Class Delivery during Inclement Weather and other applicable academic requirements.
7.2 When Operations are Suspended
When operations are suspended at a college location, students are not expected to attend academic activities for the duration of the suspension.
Students are responsible for monitoring established college communication channels and the learning management system for information regarding the suspension and any directions concerning academic activities.
Academic activities affected by a suspension of operations will be managed in accordance with the Guideline for Class Delivery during Inclement Weather and other applicable academic requirements.