Scope
This procedure forms part of JIBC’s Campus Closure Policy (the “Policy”) and should be followed and applied in relation to Campus Closures due to adverse weather under the Policy. Terms not otherwise defined in this procedure are as defined in the Policy.
Procedural Guiding Principles
The primary considerations when deciding to open or close a campus due to adverse weather conditions are based on the following principles:
- the ability to conduct scheduled courses and programs in a safe manner; and
- the ability of students, staff, faculty, contractors and visitors to safely access the campus.
Process
1. Following and during adverse weather conditions, (e.g. considerable snowfall, low temperatures, etc.) the Director, Campus Planning & Facilities Operations (“Director, CPFO”), or designate will conduct a risk assessment as to whether it is safe to open the campus or, if occurring during operating hours, if the campus should close. The Director, CPFO will collect available information from Facilities Division management staff including reports from on-site staff, Campus Security, grounds contractors, current and forecasted weather conditions, the status of public transit and road conditions, and any other relevant information.
2. The Director, CPFO or designate will be responsible for making the recommendation to the President or designate, to close a campus due to adverse weather based on the information gathered. The President or designate will make the decision to close a campus. (NOTE: Decisions to close each campus may be made separately and may affect each campus differently.)
3. Once the President or designate has approved the closure of a campus, notifications will be carried out as follows:
a. The Director, CPFO or designate will notify the Vice-President, Human Resources (“VPHR”) or designate to email all JIBC staff advising of the Campus Closure.
• Should the closure occur during operating hours, it is expected that program staff will notify faculty and instructors and, through them, all students.
• During the Campus Closure process, designated Required Services Personnel are expected to attend to work, or remain at work, provided it is safe for them to do so and a safe environment exists.
b. The VPHR or designate will notify the Senior Manager, Communications & Marketing (“Senior Manager, C&M”) to post a Campus Closure message on the JIBC website and social media channels.
• Campus closures due to adverse weather will be communicated and posted on the JIBC website by 6:30am on weekdays (Monday to Friday) and by 7:00am on weekends (Saturday and Sunday).
c. The Senior Manager, C&M or designate will notify local media of the Campus Closure. Should the closure occur during operating hours, local radio stations will be notified of the cancellation of evening classes and of any rentals.
Media List:
• New Westminster, Maple Ridge, Pitt Meadows and/or Chilliwack Campuses – Global TV, CTV BC, CBC News, CBC 690, CKNW 980 and NEWS 1130
• Chilliwack Campus – STAR FM 98.3
• Okanagan Campus – 1150 Kelowna, Global TV Okanagan
• Victoria Campus – CFAX 1070 AM, CTV Vancouver Island, CHEK News
4. Once a Campus Closure is announced, staff shall carry out internal closure procedures specific to their respective areas. Campus Security will secure the campus at the direction of the Director, CPFO or designate.