Closing
the Campus Because of Weather UPPS
No. 05.04.02
or Other Emergencies Issue
No. 5
Effective
Date: 05/11/2012
Review:
July 1 E3Y
01. POLICY STATEMENTS
01.01 Because of the potential for weather extremes,
energy problems, utility emergencies and other crises, it may become necessary
to close the Texas State University-San Marcos campus. Therefore, the objectives
of this UPPS are as follows:
a. To
identify the conditions that will cause the university to close the San Marcos
campus and Round Rock Higher Education Center (RRHEC) or other outreach
locations;
b. To
establish the necessary authority for closing the San Marcos campus and RRHEC
or other outreach locations; and
c. To
provide for dissemination of information related to closing the San Marcos
campus and RRHEC or other outreach locations.
02. PROCEDURES
02.01 Severe Weather Conditions (On-campus)
a. The
ranking or senior police officer on duty will immediately notify the director
of the University Police Department (UPD) and the captain of Patrol Operations
when severe weather conditions or reports indicate flooding, icing or snow that
may lead to closing of the campus or an off-campus instructional site.
b. The
director of UPD, or designee, will notify the associate vice president for
Facilities of the need for emergency crews to take appropriate actions such as
placing barricades at dangerous locations and spreading sand or other materials
at dangerous intersections and on the entry/exit sidewalks and steps of all
residence halls or other facilities from which faculty, staff and students will
exit their place of residence, employment or classes in order to leave the
campus.
c. The
director of UPD will notify the vice president for Student Affairs (VPSA) of
existing or imminent severe weather conditions which may necessitate closing
the San Marcos campus and RRHEC or other outreach locations.
1) When
imminent severe weather poses a threat, the university will use the Thor Guard System
as outlined in Attachment
II.
d. The
VPSA and the provost and vice president for Academic Affairs, after
consultation with appropriate university officials, and initial distribution of
the closing notification to campus and public media per Section 02.04 of this
policy, will notify, as quickly as possible, the appropriate colleges. The
special assistant to the president will notify other members of the President’s
Cabinet of the decision.
e. College
deans will work with appropriate department chairs to inform faculty of the
decision to cancel classes.
f. Each
vice president is responsible for notifying personnel in his or her area of
responsibility of the pending hazardous conditions.
02.02 Severe
Weather conditions (Off-campus locations)
a. The
provost and vice president for Academic Affairs will select a representative
for each location of off-campus classes who will track severe weather
conditions and other emergency conditions and, after consulting UPD, will recommend
closing facilities or cancelling classes to the provost and vice president for
Academic Affairs. The decision process will be consistent with Section 02.01 d.
02.03 Energy
Curtailment
a. In
the unlikely event of a loss or disruption to part of the electrical power grid
or natural gas supply, the vice president for Finance and Support Services
(VPFSS) will report an impending utility emergency to the president and the
President’s Cabinet, who will make the decision on closing the
university.
b. The
vice president for University Advancement (VPUA), through University News
Service (UNS), will ensure the appropriate notifications as indicated in Section
02.04 of this policy.
c. Each
vice president is responsible for notifying personnel in his or her area of
responsibility of the pending hazardous conditions.
d. College
deans will work with appropriate department chairs to inform faculty of the
decision to cancel classes.
02.04 Notifications
for Closing the University or Canceling Classes Due to Emergencies
a. UNS
will notify UPD of all closings or cancellations of classes at the main
university campus, RRHEC or other outreach locations.
b. UNS
will inform the campus operator and the university webmaster and provide the
agreed upon text for distribution to the public.
c. UNS
will place the appropriate information on the Texas State University recorded
news bulletin. The vice president for Information Technology (VPIT) or designee
will use the university’s voicemail system to place an announcement in all
voicemail boxes.
d. UNS
will notify area television and radio stations (see Attachment
I).
e. At
the beginning of each long semester, UPD will send a campus-wide announcement
advising the university community that they should refer to the Texas State
website or call (512) 245-2424 for any emergency announcements.
f. The
president will decide which of the following announcements will be
communicated:
1) The
university will suspend academic classes. All personnel will be expected to report
to work.
2) The
university will be closed to students and all personnel except those designated
as critical and essential to the university function during emergency periods.
g. It
is the responsibility of each vice president to generate and regularly update a
division policy and procedure statement (PPS) that defines essential personnel
to the university.
03. LOCAL OR NATIONAL DISASTER OR EMERGENCY
CLOSINGS
03.01 In
the event of tornados, earthquakes, chemical or hazardous waste spills, gas
leaks or similar events impacting the university, the ranking or senior police
officer on duty will notify UPD and the captain of Patrol Operations. The director
of UPD or designee will notify the VPSA and make a recommendation concerning
closing all or part of the campus or cancellation of classes.
03.02 The
VPSA will consult with the president and other Cabinet members and inform UPD
and UNS as soon as possible of the decision regarding closing the campus or
canceling classes.
03.03 After
receiving notification of campus closing or class cancellation, UNS will
proceed as indicated in Sections 02.01 c., d., and 02.04 a.-d.
04. PROCEDURES FOR NOTIFICATION OF RE-OPENING
THE UNIVERSITY
04.01 Weather
closing – The director of UPD will inform the VPSA of any changes in the
weather conditions to facilitate re-opening of the university campus when
appropriate. The director of UPD will inform the associate vice president
for Facilities as necessary.
04.02 Energy
closing – The associate vice president for Facilities will inform the
VPFSS of any changes in the energy situation to facilitate re-opening of the
university campus when appropriate. The associate vice president for Facilities
will inform the director of UPD as necessary.
04.03 Notifications
to news media – UNS will notify the news media, the campus operator and
the university webmaster of the time and date the campus will re-open (see Attachment
I).
05. REVIEWERS OF THIS UPPS
05.01 Reviewers
of this UPPS include the following:
Position Date
Director,
University Police Department July 1 E3Y
Provost
and Vice President for July
1 E3Y
Academic
Affairs
Associate
Vice President for Facilities July 1
E3Y
Director,
University News Service July 1
E3Y
06. CERTIFICATION STATEMENT
This
UPPS has been approved by the following individuals in their official capacities
and represents Texas State policy and procedures from the date of this document
until superseded.
Director,
University Police Department; senior reviewer of this UPPS
Vice
President for Student Affairs
President