UW (and its Federated University and Affiliated Colleges) will "close" because of severe weather when normal operation would pose a significant danger to students, staff and faculty, or would prevent large numbers of them from coming to campus or returning safely to their homes. Such a decision will be made by the Provost in consultation with as many of the following as can be reached: the Director of Police & Parking Services, Director of Communications & Public Affairs, Director of Custodial & Grounds Services. [Note: A decision to "close a satellite campus activity" outside the K-W area is to be taken by the UW administrator responsible for the activity, taking into account local conditions in that area, the principles articulated in this document and the need to notify those affected by the "closure."]

Notice of a campus closing will be posted on UW's homepage, normally by 7:00 a.m., remaining in effect until 7:00 a.m. or later the next day. Radio stations that can be expected to carry announcements include CKGL (570 AM), CKKW (1090 AM), CHYM (96.7 FM) and KOOL-FM (105.3 FM).

"Closed" means: classes are not held; meetings and other scheduled events are cancelled; scheduled examinations are cancelled, to be rescheduled; deadlines for assignments and other submissions are postponed until the same hour on the next business day on which UW is not "closed"; staff, other than those providing "essential services," are not expected to be at work, but are paid for a normal day.

"Essential services" are defined to be: food service in the residences; policing; the central plant; residence life staff; snow removal; emergency repair and maintenance; animal care. Staff providing "essential services" will be so designated by their Department Heads, who are responsible for assigning duties to be carried out and making reasonable arrangements for the protection of such staff. Department Heads are expected to show flexibility and, so far as possible, sensitivity to individuals' needs when assigning "essential" duties. No department can designate any other services as "essential" or require staff to work during a "closed" period without approval from the Provost.

When UW does not close in inclement weather, faculty, staff and students are reminded that they are responsible for determining when weather conditions make their travel unsafe and should consider public transportation because it may well be the safest option and cleared parking spaces may be in short supply.

Procedures and Clarifying Notes (in more detail)

A decision to "close" will be conveyed by the Provost to the Director of Communications & Public Affairs, who will arrange to: post details on UW's homepage, amend UW's automated telephone greeting, and notify local radio stations as necessary. The Provost, with assistance from C&PA, or others as required, will notify Executive Council, the Faculty and Staff Association Presidents and the student Presidents (Federation of Students, Graduate Student Association) who, in turn, will notify others under their jurisdiction. In such circumstances, individuals are to consult UW's homepage, tune in to a local radio station or call UW's Infoline (1-866-470-0910) to learn whether UW is closed.

Classes will not be held during "closed" periods; faculty members and academic departments do not have the authority to make exceptions. Without the need to consult the class, an instructor has the authority to reschedule the missed class on the next day on which classes are not scheduled (normally Saturday) at the same time as the missed class. When the "closure" occurs in the last week of classes, the make-up class can be scheduled on the first day in the period between the last day of classes and the start of examinations.

Staff members providing "essential services" during a "closed" period are entitled to equivalent time off at a later date, but not to overtime pay. A staff member on vacation, sick leave or unpaid leave, or who is not scheduled to work on a day when UW is "closed" is not entitled to equivalent time off later. Staff members who come to work and find out on arrival that UW is "closed" may leave if they wish.

A decision to "close" during the day will be made by the Provost, in consultation with as many of the following as can be reached: the Director of Police & Parking Services, Director of Communications & Public Affairs, Director of Custodial & Grounds Services. Such a decision will specify whether the closing is "immediate" or at a stated hour and will be conveyed to departmental offices as expeditiously as possible, as well as being posted to UW's homepage and conveyed to local radio stations. Unless otherwise specified, the closing continues from that hour until 7 a.m. the next day. At the designated hour, staff and faculty (except those providing "essential services") are entitled to leave, without loss of pay. As seems reasonable, a Department Head may give permission, for staff and faculty to leave sooner. A class or examination that would continue past the specified closing hour is cancelled in its entirety, as are scheduled evening classes.

A decision to "close" on a Saturday, Sunday or holiday will be made by the Director of Police & Parking Services, who will notify the Provost and Director of Custodial and Grounds Services, as well as the Director of Communications & Public Affairs, who will make such announcements as seem appropriate. Any department (e.g., the Library) that has scheduled activities, or staff scheduled to work, overnight or on a weekend day or holiday is responsible for notifying Police & Parking Services of an emergency contact person. Such department is also responsible for maintaining its own plan for cancelling activities, notifying staff of a "closing", or sending staff home, as appropriate, when the Director of Police & Parking Services decides to "close" the campus. The principles set out in this document regarding payment of staff will apply.

Various Interpretations

Responsible authorities mentioned in this document may name a delegate or alternate to take action. Communications & Public Affairs will maintain a current list of individuals to be consulted or notified about "closings," with telephone numbers. When a decision by the Provost is required and the Provost is not available, the decision shall be made by the President or Acting President.

By arrangement between the UW and the Heads of the Federated University and Affiliated Colleges, a UW "closing" also applies at these institutions. FUAC Heads will designate FUAC staff responsible for providing "essential services" at those institutions.

Department Heads are responsible for applying this document in an equitable way, bearing in mind the immense variations between departments with respect to services provided, as well as individual human needs. Difficulties should be reported to Human Resources, so that a record of decisions made is maintained in one place.

Weather conditions can sometimes be intimidating even though UW does not officially "close." Staff and faculty who live at some distance from the campus can be particularly affected. Department Heads are entitled to allow individual staff members to take time off without pay, or time to be made up through overtime or vacation time or emergency leave, or paid time off, at their discretion.

This document may also prove useful if UW must "close" for reasons unrelated to weather (e.g., a utilities failure). However, it does not deal with "closing" only part of the campus because of storm damage or unsafe conditions in one area; that situation is governed by Policy #60, Emergency Response.