Weather and Emergency Cancellations/Closing Procedure

Purpose

In accordance with Minnesota State system Policy 4.4 Weather/Short Term Emergency Closings, this procedure is followed when it becomes necessary to close one or more of the College’s campuses, cancel academic or non-academic activities, or delay the opening of the College/campus due to inclement weather or other emergency conditions. This procedure also describes working conditions and the compensation status of employees during the time the College/campus is closed.

Definitions

Closing the College/Campus

Closure of all College/campus operations other than those deemed essential to the protection of life and property. Closing the College/campus results in the cancellation of classes, student activities and meetings. All general offices are closed.

Delayed Opening

Closure of all College/campus operations for a designated period of time, other than those operations deemed essential to the protection of life and property.

Cancellation of Classes and/or Activities

Cancellation of one, several, or all classes (off-campus or on-campus), and/or non-academic activities such as athletic events, theatrical productions, concerts and workshops, in the absence of officially closing the entire campus.

Procedure

Assessment

If a weather emergency develops, College officials will contact local authorities, including the Minnesota State Highway Patrol, other law enforcement offices and local K-12 school district officials to assess the severity of the storm. Once the information has been collected, the president or president's designee will decide whether to cancel classes or close the campus.

Campus Closing Due to Weather or Other Emergency

The authority to close the College campus when a weather or other emergency exists resides with the president or president's designee. The closure of state agencies by the Commissioner of the Department of Employee Relations does not apply to Minnesota State institutions.

When a campus closing is declared, all employees who physically report to work at the campus, except weather essential employees, are excused from work with pay. A campus closure applies to all employees, without regard to labor contracts. A declaration of a campus closure will clearly identify the timeframe when employees are excused from work. Closure notifications will be sent out via the College’s Star Alert emergency notification system and local media outlets.

Weather Essential Employees

Weather essential employees include all campus employees who work in the facilities department, including building maintenance supervisors, general maintenance workers and general repair workers. These employees will be required to report to work at a time determined by the building maintenance supervisor in order to prepare the campus for other employees and students; they will be paid at their regular rate of pay.

Notification of Cancellations or Closings

The president or designee will notify radio and television stations that have coverage in the campus region. The listing of the radio and television stations will be communicated to all employees and students annually. The message given to these stations will indicate whether it is a cancellation or closure. Notifications will also be sent via the College’s Star Alert emergency notification system and posted on the College’s website.

Whenever possible, decisions to cancel day classes will be made by approximately 5:30 a.m., and decisions to cancel night classes or activities will be made by 3 p.m. If sufficient information is known, an effort will be made to announce closures or cancellations prior to the 10 p.m. television newscasts.

In the event of campus closure or class cancellation for any emergency situation, the president will be notified by the campus designee.

Support Staff

If a staff member chooses to be absent from work due to a weather event but the campus/College has not been declared as closed, they must take vacation leave or use earned compensatory time. This also applies if classes are cancelled, but the campus remains open.

Faculty

When classes are canceled but the campus remains open, faculty members are expected to make appropriate curricular adjustments or duty adjustments, per the MSCF contract.

Employees Authorized to Telework

Employees who have been authorized to telework from home or an alternative site shall continue to work during a weather closure if the work can be performed safely from their home or alternative site.

Online Courses

When a campus is closed due to weather, land-based courses are canceled. However, online classes will be held normally. Students should check their email accounts, D2L and syllabi for updates from their instructors about their courses and assignments.

Athletic Practice

In the event classes are canceled or the campus is closed, coaches are allowed to hold voluntary practices if it is safe to do so and the coach is in attendance. It is the coach’s responsibility to ensure the building is secured after practice is completed.

Other Emergency Conditions

Other emergencies covered by this procedure include such things as a fire, tornado, bomb threat, serious problem related to mechanical or electrical systems, or any other extremely hazardous situation in or around a campus.

Responsibility

College President or President’s Designee

The authority to cancel classes due to weather conditions or other emergencies resides with the College president or president's designee.

Associated Policies and Procedures

Minnesota State Community and Technical College Weather and Emergency Cancellations/Closings Policy

Minnesota State system Policy 4.4 Weather/Short Term Emergency Closings