1.16 INCLEMENT WEATHER AND EMERGENCIES
Effective: August 15, 2024
Purpose: To establish protocols for handling severe weather conditions or emergencies that may affect the operation of the university, including the closing of the campus. This policy is to ensure the safety and well-being of the campus community by providing clear protocols for responding to emergencies, reporting incidents, and accessing appropriate medical and security resources.
Scope: This policy applies to all University employees and students campus wide.
Responsible Office: General University; Campus and Facilities; Human Resources; Emergency Management
Policy Statement: The President of Emporia State University has the responsibility and exclusive authority to make a Declaration of Inclement Weather for the University. The President has the responsibility and authority to maintain essential services and to provide for the protection of students and University property when a Declaration is issued. A Declaration is distinct from the suspension of classes.
Unless the University has closed as a result of inclement weather, employees are expected to be at work during their regular times. Employees are expected to communicate with, and if possible receive permission from, their supervisors if an employee’s arrival at work is delayed or prevented, or if an employee should leave work early, as a result of severe weather.
If the University’s Emergency Operations Plan (EOP) is triggered due to an emergency declaration of the University President or designee, the EOP should be referred to for additional information and direction.
Should a weather emergency be declared, all faculty, staff, and students will be notified through the University’s emergency communication system. The emergency communication system will send notifications via text and email, and post to the University’s Facebook page and, potentially, other social media accounts. The emergency notification system for University-issued computers will also activate, sending a full-screen message to the computer.
Information about weather emergencies will also be sent to certain public media outlets.
Employees who have been designated as Inclement Weather Emergency Personnel will report to work or remain at work during Declarations of inclement weather. Non-exempt Inclement Weather Emergency Personnel who perform essential services shall be eligible for compensatory time in addition to pay for hours worked during the Declaration.
Employees who do not perform inclement weather emergency services and who do not work during the Declaration will receive administrative leave based on their regular work schedule.
The Director of Facilities will designate Inclement Weather Emergency Personnel within the Physical Plant and Building Services. The University’s Chief of Police will designate Inclement Weather Emergency Personnel within Policy and Safety. The Director of Residential Life will designate Inclement Weather Emergency Personnel for the residential living. The Director of the Memorial Union will designate Inclement Weather Emergency Personnel for food service areas.
All classes and activities on campus will be officially suspended when the City of Emporia is included in an officially declared tornado warning. Faculty, staff, students, and visitors shall be instructed to seek appropriate shelter for the duration of the warning. The EOP should be referred to for additional information and direction.
Buildings shall be posted with signs to notify persons on campus where to take shelter.
CANCELING CLASSES IN THE EVENT OF INCLEMENT WEATHER
REGULAR DAYTIME ON-CAMPUS CLASSES
The President, or designee, is authorized to cancel on-campus classes. Notification of such cancellation and notification of the resumption of classes will come from the Office of the Provost and Vice President of Academic Affairs. Instructors should attempt to communicate with commuting students. Instructors are urged to contact students in appropriate locations who could, in turn, notify other students in their area.
ON-CAMPUS NIGHT AND WEEKEND CLASSES
The policy on canceling regular daytime on-campus classes applies to on-campus night and weekend classes.
OFF-CAMPUS CLASSES
If it is not possible for the instructor to travel to the location of an off-campus class, or if weather conditions make travel hazardous at that location, the instructor may make the decision to cancel the class. The instructor must notify the academic unit’s supervisory administrator and Distance Education. The instructor should also attempt to contact students who might be able to notify other students in their area in accordance with a prearranged plan. In case Distance Education cannot be reached, the instructor should also notify University Police and Safety.
EMERGENCY OPERATIONS PLANS
The University has developed and maintains an Emergency Operations Plan (EOP), which is a University-wide plan, intended to establish an “all hazards approach” to handling emergencies. This plan enables the University to handle emergencies of various kinds and of various magnitudes in a structured, yet flexible manner, following the organizational model of the National Incident Management System (NIMS). The plan addresses FEMA’s five phases of emergency management. Crisis and emergency situations should be handled in accordance with the the University’s EOP.
The University shall have a Critical Incident Planning Group that develops and assesses emergency related policies and procedures. Only the President, or designee, shall have the authority to declare an emergency.
CHEMICALS AND ENVIRONMENTAL CONCERNS
For procedures dealing with the proper and safe handling of chemicals and other environmental concerns, contact the University’s Chemical Safety Officer to determine the best way to deal with the spill and minimize its impact on personnel and the environment. If the Chemical Safety Officer cannot be reached, contact ESU Police and Safety. Reference University’s EOP for guidelines to address emergency and crisis situations for chemical accidents and spills. Contact the Chemical Safety Officer prior to disposing of chemicals that are no longer of use, out of date, in a container beginning to corrode, or with a label indicating a possible health risk. Never use a dumpster for disposing anything that could be potentially hazardous.
Definitions: All words and phrases shall be interpreted utilizing their plain meanings unless otherwise defined in University or Board of Regents policy or by statute or regulation.
Disabled Individuals - Those with severe auditory, visual, mobility or other impairments which place them at risk during an emergency mass exit evacuation.
Officially Declared Tornado Warning - is defined as notification that the City of Emporia (or all of Lyon County) is included in the warning area as confirmed by the National Weather service via a weather alert radio, AM/FM radio, Facilities, or the University Police and Safety.
Procedures: All procedures linked and related to the policies above shall have the full force and effect of policy if said procedures have first been properly approved by the University’s administrator in charge of General University, Campus and Facilities, and Human Resources procedures.
[General University procedures - coming soon]
[Campus and Facilities procedures - coming soon]
[Human Resources procedures - coming soon]
Related Policy Information: [coming soon]