General Process
In the event of potential winter weather or the threat of winter weather, the Senior VP/Provost and the VP for Enrollment, Marketing & Communications will discuss the potential impact to the University community and planned activities or events.
The Senior VP/Provost and the VP for Enrollment, Marketing and Communications will quickly prepare a recommendation for action based on the best information available regarding the potential winter weather and will then be responsible for calling and informing the President. The President will make the final decision regarding the action to be taken. The VP of Enrollment, Marketing and Communications will be responsible for communicating the decision to the Winter Weather Communications Team (WWCT). The WWCT is responsible for implementing the decision of the President.
University closing
If the decision has been made to close the University, all classes and University-sponsored or hosted activities or events will be canceled unless otherwise stated. The University acknowledges that it has an obligation to continue services to its residential students in the event of a University closing due to winter weather.
Communicating Winter Weather closings to residential students and ensuring the continuation of services to these students is identified in the responsibilities of the WWCT.
For Canceling or Postponing Texas Wesleyan-Sponsored or Hosted Activities or Events
The President has the authority to cancel or postpone Texas Wesleyan-sponsored or hosted activities or events due to winter weather, regardless of whether the University is closed. If a decision is made to cancel or postpone the activity or event, the Vice President of the sponsoring division will assume responsibility for notifying activity or event participants of the cancellation or postponement in an appropriate and timely manner.
Essential Employees
The University recognizes its responsibility to maintain certain essential services during a University closing or emergency situation in order to meet the needs of our campus community. In the event of a University closing or emergency situation, employees designated as essential employees may be required by their division’s Vice President to report to work, continue working or work from home.
Employees who possess this designation are notified in writing from the Office of Human Resources and are designated as such by the Vice President of the division to which they belong. The Vice President will determine if the essential employee should carry out his or her duties on campus or at home. Essential employees who do not report to work as defined by their supervisor are charged annual or personal leave and may be subject to disciplinary action.
Process (in general order of occurrence)
Each November, the Office of Human Resources will issue a Winter Weather Reminder to all employees via email. The Winter Weather Procedure will be provided to new employees during the new employee orientation.
The Office of Human Resources will issue an Essential Employee notification letter to all employees that have been designated as such by their Vice President. Vice Presidents are responsible for outlining the duties of an essential employee during a University closing or emergency situation, informing employees of those duties, and providing a copy of the signed, Employee Designation and Notification Form to the Office of Human Resources.
Each November, the Office of the VP of Student Affairs & Dean of Students will issue a Winter Weather Reminder to all students via email. The Winter Weather Procedure will be provided to new students during new student orientation.
The Office of Enrollment, Marketing & Communications is responsible for posting the Winter Weather Procedure and Winter Weather Reminder to the University website.
The Office of Enrollment, Marketing & Communications is responsible for working with Human Resources, the Provost and Student Life to develop an Alerts Sign-up Communication Plan for employees and students.
The Senior VP/Provost and the VP for Enrollment, Marketing and Communications are charged with recognizing winter weather that has the potential of disrupting the normal course of business at the University.
The Senior VP/Provost and the VP for Enrollment, Marketing and Communications will make a recommendation to the President. It is the goal of the Senior VP/Provost and VP for Enrollment, Marketing & Communications to make a recommendation by 10:00 p.m. for the status of the following day.
The President will decide which course of action to take with regard to closing the University, and/or canceling or postponing Texas Wesleyan-sponsored or hosted activities or events in the event of winter weather.
The VP for Enrollment, Marketing & Communications will advise the WWCT via email of the President’s decision and instruct the WWCT to implement the President’s order using the Winter Weather Communication Plan and other appropriate means. The VP for Enrollment, Marketing & Communications will call other Vice Presidents on the WWCT. Vice Presidents on the WWCT are responsible for calling members of their division.
If a decision is made to cancel or postpone an activity or event, the Vice President of the sponsoring division will assume responsibility for notifying activity or event participants of the cancellation or postponement in an appropriate and timely manner.
Important notes:
- The Winter Weather Procedure covers procedures for winter weather only. This includes snow, ice, sleet and other winter weather conditions that the National Weather Service would classify as hazardous for travel. The Winter Weather Procedure does not include environmental conditions or natural disasters that occur without warning (such as severe thunderstorms, tornadoes, earthquakes or floods) or threats to the University’s physical plant (such as fires, building collapse, chemical contamination). Procedures for responding to environmental conditions or natural disasters can be found in the University’s Emergency Communications Plan.
- It is the responsibility of all divisions and departments identified in the Winter Weather Communication Team to develop and implement their response protocol in the event of winter weather and a University closing.