42 Procedures for Cancellation of Classes and or University Closure Due to Adverse Weather Conditions

PDAD&C #42, 2004-05

MEMORANDUM

TO: Principals, Deans, Academic Directors and Chairs
FROM:  Vivek Goel, Vice-President and Provost
Angela Hildyard, Vice-President, Human Resources and Equity
DATE: January 6, 2005
RE:   Procedures for Cancellation of Classes and/or University Closure Due to Adverse Weather Conditions   

_____________________________________________________________________________________

We are writing to set out the procedure governing cancellation of classes and/or University closure owing to adverse weather conditions. There are separate procedures for each. Cancellation of classes may happen without closure of the University. 

CANCELLATION OF CLASSES
 
Classes should normally not be cancelled by individual instructors or by division heads. Responsibility for the cancellation of classes is as follows:

Location

Decision Maker

St. George Campus 
Day & Evening classes

Vice-President and Provost,and
Vice-President Human Resources and Equity, (jointly)
U of T at Mississauga Vice-President and Principal
U of T at Scarborough Vice-President and Principal



In the instance of the cancellation of classes at U of T at Mississauga or U of T at Scarborough the responsible office will convey the decision to the Vice-President and Provost as well as to the staff on their respective campus.  The Vice-President and Provost's Office will e-mail a notice to the Principals, Deans, Academic Directors, and Chairs (PDAD&C) who in turn will be asked to notify their respective areas immediately.  In addition, the Office of the Vice-President and Provost will inform the Public Affairs Office of the decision to cancel classes on one or more of the campuses.  The Public Affairs Office will be responsible for all communications to the media. The decision will also be recorded on the 416-978-SNOW line (416-978-7669) and posted on the website www.utoronto.ca.

In the event that the decision to cancel classes is taken overnight, this will be communicated to the University community through local radio and television stations by the Public Affairs Office and by broadcast message via telephone to campus voicemail boxes.

UNIVERSITY CAMPUSES CLOSURE

The following procedures are to be followed when adverse weather conditions are severe enough to force consideration of the need to close University of Toronto buildings and cease normal operation.  Normally, such action will be taken in conjunction with the decision to cancel classes.  Until the decision to “close” all operations on one or more campuses is announced, all three campuses of the University are to be considered open and non-teaching operations should continue even when classes have been cancelled.

Departments/divisions should note that the decision to reduce to a skeleton staff on stormy days rests with the Chair or division head.   Departments and divisions have the right to accommodate staff, and should take into consideration family/childcare responsibilities.

“Closing the University” is defined as suspension of all activities with the exception of essential services.  Essential services include campus security, certain physical plant operations, caring for laboratory animals, and services related to University students’ residences.  Arrangements for the provision of essential services shall be in place with all parties concerned.  Because many facilities remain operational on weekends, these procedures may apply on any day of the week.

Responsibility for the closure of a University of Toronto campus is as follows:

Location Decision Maker
St. George Campus: Vice-President Human Resources and Equity  (Normally, in conjunction with the decision to cancel classes, which is the responsibility of the Vice-President and Provost.)
U of T at Mississauga Vice-President and Principal
U of T at Scarborough Vice-President and Principal
Institute for Aerospace Studies and the David Dunlap Observatory Respective Director


In the instance of the closure of U of T at Mississauga or U of T at Scarborough the responsible office will convey the decision to the Vice-President and Provost as well as to the staff on their campus.  The Office of the Vice-President and Provost will instruct the Public Affairs Office to notify the major Toronto radio and TV stations in precise terms of the specifics of the closure.  The decision will also be recorded on the 416-978-SNOW line (416-978-7669), on the website www.utoronto.ca and a broadcast message will be issued via telephone to campus voice mails.

When closure occurs during normal office hours, notification of the decision via media, Snow Line, website and broadcast message recordings will proceed as above.  Notification will also be sent out by the Vice-President and Provost via e-mail to Principals, Deans, Academic Directors, and Chairs (PDAD&C), and by the Office of the Vice-President, Human Resources & Equity to the Professional and Managerial staff.

In instances where there is a closure under these procedures, all staff are expected to leave with the exception of those engaged in essential services. Staff-appointed personnel will not suffer any reduction in salary for lost time incurred. Those who are required to work to maintain essential services during any period of closure will be paid in accordance with the overtime policy or given the equivalent time off.

Events being held on campus will be cancelled when the University is closed, and the Office of Space Management will be responsible for contacting the organizers.

The University or any location of the University that has been closed will be automatically re-opened on the day following the closure. Should it be necessary to continue closure beyond the first day, the above procedure would again be followed in its entirety.