Weather Emergency Procedure

Weather Emergency Procedure

Topic: Class and Examination Scheduling, Academic Activities Disruption, Emergencies
Approval Authority: Vice-President Finance and Administration
Approval Date: 28 February 2023
Effective Date: 1 April 2023

1. Purpose

This Procedure aims to promote the safety of students, faculty, staff, and visitors, protect property, and help ensure the continuance of critical University operations during emergency scenarios. The procedure seeks to establish a comprehensive and effective approach to response and reduction of impact from an emergency. It is intended to increase the emergency response capability of the University by establishing a plan of action to efficiently and effectively deploy emergency services.

2. Scope and Application

This procedure establishes the roles and responsibilities of University Divisions,  and members of the University Community to promote the safety of students, faculty, staff, and visitors, protect property, and help ensure the continuance of critical University operations during Level 2 and Level 3 Emergencies, as provided under “Definitions”, below.  It outlines processes for information gathering, decision-making, and communication when weather conditions threaten to disrupt normal University operations.

This procedure applies to all members of the University Community, York University campuses and locations, as well as University-leased spaces, and University-organized or University-sanctioned offsite activities under the control of University employees.

3. Definitions

Emergency Management Team (EMT): a group of University staff that may be convened to direct the University’s response to an emergency.

Emergency Operations Centre (EOC): a temporary or permanent facility from which incident management support to an Incident Command is co-ordinated. It must have appropriate technological and telecommunications systems to ensure effective communication in an emergency. The main purpose of the EOC is to serve as a single focal point for management of emergency information, decision-making and resource support and allocation in an emergency. York University has a dedicated facility as a primary location for its EOC and designated backup and virtual locations, either of which can be activated if the primary EOC location is inaccessible.

Emergency Policy Group (EPG): a group of executive University staff led by the president (or designate) that provides strategic policy direction and priority setting for managing the economic, legal, and social impacts of an emergency on the University.

Emergency Preparedness Advisory Committee: a pan-University body comprised of senior representatives of University divisions that is responsible for assisting the Community Safety Department with the emergency management program.

Employee: only those employees of the University which are considered employees under the ESA.

Essential Services: for the purposes of this procedure, “essential services” include services which, if interrupted, would endanger life, health, personal safety, or critical operational functions, such as vulnerable research and communications.

Individuals performing essential services will be managed in accordance with applicable collective agreements or by local procedures for other staff. For the purposes of this procedure, individuals performing essential services include, but are not limited to persons who perform the following services:

  • energy management
  • food for students in residence
  • grounds
  • maintenance
  • security
  • University information technology, including network operations and telecommunications
  • vulnerable research

Incident: an occurrence or event that requires a response to protect people, property, the environment, finances and/or services.

Incident Command: the Incident Commander (IC) is normally the first responder to an incident and is the person who assumes responsibility for coordinating the emergency response at the site of an Incident. The IC may be transferred to another person as emergency response progresses.

Member(s) of the University Community: students, faculty, librarians, post-doctoral fellows, and all employees of the University. For clarity, faculty includes clinical, adjunct, status-only, retired, and visiting faculty.

Security Control Centre (SCC): the central security dispatch, alarm and closed-circuit television (CCTV) monitoring hub for the York University campuses . Operating 24/7, the Security Control Centre receives and dispatches calls for service.

 Special Events: social occasions, conferences and/or activities that have the potential to enhance the University identity and recognition.

Weather Emergency Levels: To help guide an appropriate response, the University uses the following weather emergency levels:

4. Procedure

4.1   Declaring a “Weather Watch” or “Weather Emergency”

a. The executive director community safety is responsible for collecting relevant information and formalizing and maintaining the process with which to make a recommendation to the VPFA on the adoption and/or cancellation of a “weather emergency” declaration.

b. When the executive director community safety is assessing the need to declare a “weather watch” or “weather emergency,” consideration will be given to:

i. safety of students, faculty, staff, and visitors;

ii. grounds conditions, including snow removal and vehicle and pedestrian accessibility (parking lots and walkways);

iii. weather reports (Environment Canada, Weather Network);

iv. availability of public transit services;

v. police recommendations and warnings;

vi. city works status (ploughs, warnings, closures);

vii. road and highway conditions to and from campuses;

viii. actions taken by other institutions in the region (government offices, school boards or post-secondary institutions);

ix. impact on academic programs;

x. any other relevant considerations.

c. The executive director community safety will inform the VFPA of the decision to issue a weather watch.

d. Having received the recommendation from the executive director community safety, the VPFA will consult with the president, the provost and vice-president academic, the vice-provost students and the Chair of Senate (or their named designates) prior to making the decision to issue a “weather emergency.”

e. When the VPFA makes the determination to initiate a “weather watch”, it will be communicated by the VPFA to the president, provost and vice-president academic, vice-provost students, Chair of Senate, and the university registrar (or their named delegates).

f. The executive director community safety will notify the AVP facilities services, director maintenance, director energy management, director grounds and custodial services, manager, library facilities and chief spokesperson media relations and place them on alert.

g. Based on the considerations listed above, the community safety department will monitor updated reports and the executive director community safety may recommend to the VPFA that a “weather watch” be discontinued or be escalated to a “weather emergency.”

4.2   Conditions in Effect when a “Weather Emergency” Has Been Declared

a. When a decision to declare a “weather emergency” has been made, the following conditions will be in effect:

i. University operations are suspended.

ii. Classes and exams are cancelled on all campuses, except for the following locations, which will issue their own direction on the continuation of classes or academic activities:

      • Miles S. Nadal Downtown Management Centre);
      • Osgoode Hall Law School Professional Development Centre (1 Dundas Street West);
      • Programming @IBM Canada Markham (3600 Steeles Avenue East);
      • Schulich School of Business Executive Learning Centre; and
      • YSpace Markham (169 Enterprise Boulevard)

b. Similarly, the decision to suspend or cancel services offered at the York TD Community Engagement Centre (CEC) will be determined locally, and notification will be issued by the manager of the CEC.

i. Campus roadways, parking lots, and sidewalks will be cleared and de-iced in accordance with facilities services standard operating procedures.

ii. All libraries will be closed.

iii. Shuttle services will be shut down.

iv. All special events that are planned to take place when a weather emergency is (or will be) declared will be cancelled, unless:

      • the event is already underway, and participants are not required to move outside between buildings;
      • the event is part of the Schulich School of Business Executive Learning Centre; or
      • the event organizer receives the written approval of the relevant vice-president who will consult with the VPFA prior to making a final determination. Such decisions will be provided via email to the VPFA who will convey them to the executive director community safety and the Security Control Centre (SCC).
    • v. Each division, Faculty and department is responsible for notifying organizers of scheduled special events (within its respective area of responsibility).

vi. Where applicable, event organizers will contact the SCC to advise that scheduled special events are proceeding in accordance with vice-presidential approval and will provide the organizers’ names and contact information for follow-up contact, if required, during the weather emergency.

vii. Event organizers may contact the SCC to obtain up to date information regarding campus road and parking lot conditions.

viii. Special events being held off-campus will adhere to the policies and procedures of the facility hosting the event.

4.3 Timing

a. Where possible, a decision to declare a “weather emergency” will be communicated by 5 a.m. EST for the suspension of daytime operations and cancellation or postponement of daytime classes, exams and activities.

b. Once a day's operations have commenced, a decision to declare a “weather emergency,” suspend operations and cancel or postpone classes, exams and activities may be communicated at any time. A decision to suspend operations will specify whether the suspension is immediate or at a stated hour.

c. Where possible, a decision affecting evening operations and cancellation of evening classes, exams and activities will be communicated by 3 p.m. EST.

d. A decision to declare a “weather emergency” and suspend nighttime operations will be communicated by 9 p.m. EST.

4.4   Communications

a. Messages concerning “weather watches” or “weather emergencies” will be coordinated with Communications and Public Affairs and issued through the following channels:

i. Community Safety Department website (home page)

ii. digital messaging screens

iii. email using the University mass notification system

iv. social media (Facebook and Twitter)

v. University switchboard

vi. University website (home page)

vii. YorkU safety app

b. Communications will be clear and coincide with the weather emergency levels being broadcast. Sample weather emergency messaging can be found in Appendix A.

c. In addition, all faculties, departments and other operating units will develop local procedures to ensure that, whenever possible, students, faculty, and staff are informed of the closure of offices, cancellation of classes and postponement of exams.

d. It cannot be assumed that all individuals who are going to, or who are on a University campus at the time of a weather emergency can be notified of closures, the cancellation of classes and postponement of exams. Therefore, students, faculty, and staff are responsible for ascertaining whether the University is maintaining normal operations.

4.5   Personal Safety

a. All community members are encouraged to remain vigilant on their way to, while at, or when leaving the University and to take necessary personal precautions to reduce the risk of injury due to weather conditions. Safety reminders will be included in weather alert messaging.

b. Should faculty and/or staff decide that they are unable to get to work due to weather conditions when the University is open, administrative units and Faculties will have local procedures in place. Those local procedures will enable faculty and/or staff (subject to essential service requirements and in accordance with other entitlements and applicable collective agreements) to take a personal day of leave, lieu time, or vacation.

4.6   Resumption of Operations

a. Having considered the relevant factors listed in paragraph 4.1 and determined that a weather emergency has subsided, the executive director community safety will recommend to the VPFA that normal operations should resume. In making this decision, the VPFA will take all reasonable steps to consult the president, provost and vice-president academic, vice-provost students and Chair of Senate (or their named designates) prior to rescinding the weather emergency declaration and returning the University to normal.

b. The VPFA will convey the decision to the executive director community safety who will record the time and date the decision is to take effect and convey the decision using the communication channels identified in paragraph 4.4.

c. Staff, students and faculty are responsible for ascertaining whether the University is resuming normal operations.

4.7   Escalation to Level 3 Emergency

a. Should the University and/or the surrounding municipality sustain weather-related damage to infrastructure and/or critical services, the Emergency Management Team (EMT) and Emergency Policy Group (EPG) may be convened, and the VPFA may activate the Emergency Operations Centre.

5. Roles and Responsibilities

a. Individuals are responsible for pre-identifying a designate to assume their responsibilities should they be absent during an emergency.

b. Where individual positions are identified as having specific responsibilities under this procedure, the incumbents of those positions will ensure that a delegate or back-up is identified.

5.1. Vice-President Finance and Administration

a. The VPFA is responsible for determining whether to declare a “weather watch,” “weather emergency” or “weather shut down,” and for conveying the decision to the executive director community safety.

b. Where possible, the VPFA will make a declaration decision after consulting with the president, provost and vice-president academic, vice-provost students, and Chair of Senate (or their named delegates).

c.The VPFA is responsible for identifying the necessary goods, services and resources that would be required as part of the University’s Emergency management program to respond to the identified hazards and risks, and provide the information to the Chief, Emergency Management Ontario annually and at any other requested time.

5.2. Executive Director, Community Safety

a. The executive director community safety is responsible for:

i. collecting relevant information and formalizing and maintaining the process with which to make a recommendation to the VPFA on the adoption and/or cancellation of a “weather emergency” declaration;

ii. recording the time and date that the VPFA’s declaration decision is to take effect and ensuring decisions are communicated on time using the channels identified in paragraph 4.4;

iii. notifying the university registrar, AVP facilities services, director maintenance, director energy management, director grounds and custodial services, manager, library facilities and chief spokesperson media relations of the initiation of a “weather emergency” declaration and place them on alert;

iv. ongoing monitoring during a weather event to ensure changing conditions are reacted upon as required; and

v. such other steps as may be appropriate and required.

5.3.  Assistant Vice-President, Facilities Services 

a. The assistant vice-president facilities services is responsible for:

i. notifying contractors engaged in major construction on campuses; and

ii. mobilizing staff delivering essential services within Facilities Services.

5.4.  Department Heads

a. Heads of departments providing essential services are responsible for:

i. developing standard operating procedures (SOPs) for their respective units in accordance with this procedure and distributing the SOPs to employees who may be involved in providing essential services

ii. notifying organizers of scheduled special events that special events planned to take place when a weather emergency is or will be declared will be cancelled; and

iii. liaising with and updating the Community Safety Department on the status of their respective operations and confirming the names and contact information of key individuals responsible for overseeing operations during an emergency.

5.5.  Chief Spokesperson, Media Relations

a. The chief spokesperson media relations is responsible for:

i. notifying the chief communications and marketing officer in Communications and Public Affairs;

ii. notifying and responding to inquiries from media outlets regarding the University’s status;

iii. assisting in the production of messages shared across multiple web and social media platforms and with media; and

iv. updating Communications and Public Affairs social media channels, as required:

5.6.  Security Control Centre

a. The Security Control Centre is responsible for:

i. monitoring and providing updates about conditions on the campuses (e.g., security, personal safety and weather conditions) to the executive director community safety;

ii. contacting the following entities through the emergency notification system:

      • Archives of Ontario
      • Canlan Ice Sports
      • Food Services at York University
      • Lee Wiggins Childcare Centre (in the Student Centre)
      • Tennis Canada
      • Seneca@York Campus
      • Toronto Track and Field Centre
      • York Lanes
      • Daycare in the Atkinson Residence
      • York University Development Corporation (YUDC)
      • York University Student Centre Corporation

iii. initiating communications on the Community Safety Department website, University switchboard and via email, including the date and time of a weather emergency declaration;

iv. posting messages to the digital messaging screens; and

v. posting messages through the YorkU safety app.

5.7 Director, Custodial and Grounds Services

 a. The director custodial and grounds services is responsible for ensuring that essential grounds and vehicles services are initiated, restored and maintained as appropriate.

5.8 Director, Energy Management

a. The director energy management is responsible for ensuring that essential power services are maintained.

5.9 Director, ICT Infrastructure

a.The director ICT infrastructure is responsible for ensuring that essential computing and telecommunications services are maintained.

5.10 Manager, Library Facilities

a.The manager library facilities is responsible for closing and reopening all library facilities.

5.11 Assistant Vice-President (AVP), Ancillary Services

a. The AVP ancillary services is responsible for:

i. notifying commercial tenants on campuses, including food service operators, as well as major hospitality groups/conferences; and

ii. notifying transit authorities of campus operations suspensions and requesting that passengers be advised of the suspensions.

5.12 University Registrar

a. The University registrar is responsible for posting appropriate messages (e.g., about exam re-scheduling) on its website and in other electronic media, as per local procedure.

5.13 University Secretary

a. The University secretary is responsible for informing members of the Board of Governors that the University is under weather emergency protocol and operations have been suspended or cancelled for a specified amount of time.

6. Review

The VPFA will ensure that the Community Safety Department review this procedure and Emergency Response Plan, in consultation with the Emergency Preparedness Advisory Committee, every five years at a minimum.

7. Distribution

This procedure will be posted on the University website and will be distributed to employees who may have a direct involvement in the University’s Emergency Response Plan.

 

Legislative History: Approved by: Vice-President Finance and Administration, 28 February 2023
Date of Next Review: 1 April 2028
Related Policies, Procedures and Guidelines:

Appendix

Appendix A - Weather Emergency Messaging and Imaging

Figure 1:  The University is operating as normal.

Example message: *UPDATE* WEATHER WATCH ENDING. The University is open for morning/afternoon/evening classes, exams and operations. More information at: https://safety.yorku.ca/

 

Figure 2:  The University is currently under a weather watch. The University remains open; however, community members should monitor communication channels for information regarding changes in weather notification levels.

Example message: *WEATHER ALERT* The University has initiated a weather watch and will be monitoring the weather today/this afternoon/this evening and tomorrow. Updates on operations will be posted by x am/pm. More information at:

https://safety.yorku.ca

 

Figure 3:  The University has declared a “weather emergency,” which means that operations (including classes and exams) on campuses are suspended, except for essential services.

Example message: *ALERT* Keele Campus and Glendon Campus operations will be suspended as of x am/pm today due to severe weather. Classes and exams are cancelled and will be rescheduled. Updates about the morning/afternoon/evening will be posted by x am/pm. More information at: http://safety.yorku.ca