Inclement Weather and Suspension of Operations Procedure

The Senior Vice-President, Corporate Services and CFO, or designate, will:

• oversee the college’s response to inclement weather that may affect operations;
• consult with appropriate college leaders and other individuals to assess operational impacts and determine whether operations should be suspended at one or more college locations;
• make decisions regarding the suspension and resumption of operations in accordance with ADMIN 105 Inclement Weather and Suspension of Operations policy; and
• advise the President and CEO, the College Executive Team, Marketing and Communications, and other appropriate individuals of decisions affecting college operations.

The Senior Director, Facilities Management, or designate, will:

• monitor weather forecasts, warnings, and other information relevant to conditions at college locations;
• monitor site conditions, including the condition and accessibility of buildings, roadways, walkways, and parking areas;
• advise the Senior Vice-President, Corporate Services and CFO on weather-related conditions, site conditions, and the college’s ability to safely maintain operations;
• coordinating Facilities Services activities required to maintain safe access to, and operation of, college locations including snow and ice removal, building security, and the identification and mitigation of hazards; and
• communicating decisions regarding the suspension or resumption of operations, and any related changes to site access or service requirements to contractors, contract owners, and third-party service providers.

Marketing and Communications will:

• implement the college’s inclement weather communications plan;
• communicate decisions regarding the suspension and resumption of operations through established college communication channels;
• ensure communications clearly identify the college location(s), operations, services, and activities affected; and
• provide updated communications as circumstances or operational decisions change.

The College Executive Team will:

• ensure that operational decisions and related information are communicated within their portfolios, as required; and
• support the implementation of inclement weather decisions within their areas of responsibility.

Managers will:

• ensure employees understand applicable inclement weather expectations, including any essential service responsibilities;
• respond to employees who are unable to report to or remain at a college location because of weather or travel conditions;
• determine appropriate work or attendance arrangements in accordance with the policy, this procedure, applicable collective agreements, and employment terms;
• ensure work or attendance arrangements are documented where required; and
• make or coordinate alternative coverage arrangements where an employee responsible for an essential service is unable to safely report to, or remain at, a college location.

Employees will:

• monitor college communications during inclement weather;
• consider weather, road, and travel conditions when determining whether they can safely travel to or from a college location;
• notify their manager as soon as reasonably possible when weather or travel conditions affect their ability to report to, or remain at, a college location; and
• comply with approved work or attendance arrangements.

Employees Responsible for Essential Services

Employees designated to perform essential services are responsible for:

• understanding their essential service responsibilities and reporting expectations;
• maintaining communication with their manager during inclement weather events;
• reporting as directed when they can safely do so; and
• notifying their manager as soon as reasonably possible if weather or travel conditions prevent them from safely reporting to or remaining at a college location.

4.2 Timing of Decisions

Where inclement weather is forecast to affect the start of the operating day, every reasonable effort will be made to determine whether operations will be suspended and communicate the decision by 6:30 a.m.

Where inclement weather develops or conditions deteriorate during the operating day, a decision regarding the suspension of operations will be made and communicated as soon as reasonably possible based on the information available and anticipated conditions.

Where evening operations may be affected, every reasonable effort will be made to communicate a decision by 3:00 p.m.

When operations during the weekend (or holiday) may be affected, every reasonable effort will be made to communicate a decision by 3:00 p.m. of the last working day preceding the weekend or holiday.

4.3 Duration and Reassessment

A notice of suspension will identify the effective time and anticipated duration of the suspension, where known.

Weather, travel, and site conditions will continue to be monitored during a suspension of operations. The decision to suspend operations may be reassessed as conditions change.

Where a suspension is expected to extend into the next operating day, a further decision will be made and communicated in accordance with the timelines established in this procedure.

Once a decision is made to suspend operations at one or more college locations, the Senior Vice-President, Corporate Services and CFO, or designate, will advise the President and CEO, College Executive Team, Senior Director, Facilities Management, and Marketing and Communications.

Communications regarding a suspension of operations will clearly identify:

• the college location(s) affected;
• the effective date and time of the suspension;
• the anticipated duration of the suspension, where known;
• impacts on college operations, services and activities;
• any restrictions or changes to building or site access; and
• when further information or updates are expected, where applicable.

5.1 Marketing and Communications

Marketing and Communications will implement the inclement weather communications plan and communicate the suspension through established college communication channels, including:

• posting a notice on the college website;
• sending a college-wide email to employees and students;
• updating the MyLoyalist employee and student portal;
• posting to the college’s official social media channels; and
• notifying local news and radio outlets, where appropriate.

Marketing and Communications will provide updated communications regarding the suspension of operations as required.

5.2 Facilities Management

The Senior Director, Facilities Management, or designate, will communicate the suspension of operations, relevant site access information, and any changes to service requirements to contractors, contract owners, and third-party service providers.

5.3 College Executive Team

Members of the College Executive Team will ensure that any portfolio-specific information or direction arising from the suspension of operations is communicated within their portfolios, as appropriate.

The Senior Vice-President, Corporate Services and CFO, or designate, will determine when operations may safely resume at a college location following a suspension of operations.

Prior to resuming operations, the Senior Vice-President, Corporate Services and CFO or designate will consult with the Senior Director, Facilities Management, or other appropriate individuals to confirm

that conditions permit the safe resumption of operations. Considerations may include building and site conditions, access to roadways, walkways, and parking areas, the status of essential services, and other operational requirements.

The resumption of operations may occur at different times for different college locations based on local conditions.

Once a decision is made to resume operations, Marketing and Communications will communicate the effective date and time of resumption through established college communication channels. Facilities Management will communicate relevant information to contractors, contract owners, and third-party service providers.

When the college continues operations during inclement weather, employees are expected to perform their scheduled work. An employee who determines that weather, road, or travel conditions affecting their travel to or from a college location are unsafe must notify their immediate manager as soon as reasonably possible.

The same notification requirement applies where an employee who is working at a college location determines that deteriorating weather or travel conditions require them to leave before the end of their scheduled workday.

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.

Depending on the circumstances, arrangements may include:

• working remotely, where feasible and appropriate;
• using accumulated overtime, banked time, or time in lieu;
• using vacation;
• taking the time as unpaid leave; or
• making up the missed time within an agreed-upon period.

The employee must consult with their manager before an alternate work or attendance arrangement is implemented. The manager is responsible for approving the arrangement in accordance with applicable collective agreements, employment terms, and college requirements.

The approved arrangement, including any applicable requirements or timelines, will be documented and shared with the employee and Human Resources, where required.

Employees designated to perform essential services are also subject to the additional notification and reporting requirements established in Section 8 Essential Services.

8.2 Reporting During a Suspension of Operations

8.3 Inability to Travel Safely

8.4 Coverage and Contingency Planning

When operations are suspended at a college location, all scheduled academic activities (online or in person) will not proceed for the duration of the suspension.

When college operations continue during an inclement weather event, academic employees should refer to the Guideline for Class Delivery during Inclement Weather for direction.

When operations are suspended at a college location, athletic events, special events and other scheduled in-person activities at that location will be cancelled, postponed, or rescheduled unless an exception is approved by the Senior Vice-President, Corporate Services and CFO, or designate.

An exception may be considered where the activity can proceed without compromising the health and safety of participants or interfering with the college’s response to the inclement weather event. In determining whether an exception may be approved, consideration will be given to site access, availability of required college services and personnel, weather and travel conditions, and other relevant operational requirements.

The event organizer or host is responsible for communicating the cancellation, postponement, rescheduling, or approved continuation of the activity to participants, attendees, vendors, and other affected parties.

During a suspension of operations, access to buildings at the Belleville location may be maintained on a limited basis to support students living in residence and other essential needs. A suspension of operations does not mean that buildings or services are operating as usual. Access to specific buildings, spaces, and services may be restricted or unavailable.

Employees should not attend a college location during a suspension of operations unless they are required to do so as part of an essential service or are otherwise authorized.

At other college locations, buildings will be closed for the duration of the suspension unless otherwise communicated.