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Inclement Weather

TOPIC:	Inclement Weather
EFFECTIVE DATE:	15 December 2000
UPDATED:	30 May 2008
Approved By:	B. Reissenweber, VP for Finance
Policy Number:	505

POLICY

In the event of serious weather, the university will monitor conditions in order to determine whether the institution will be open or closed. It is the policy of Aurora University to strive to provide timely information regarding weather related closing of the university to all members of the community.

CRITERION FOR CLOSING

The university will close the Aurora or George Williams College campus when there is a significant safety issue for those who must travel to campus. When a university campus closes, classes are cancelled and students are not penalized under attendance policies. Employees will not report to work, except for PREVIOUSLY DESIGNATED emergency personnel (for example, selected personnel in physical properties, security, and food service). If you are a "designated emergency staff member," your supervisor will provide you with any information you need. Non-emergency personnel are expected to stay home.

PROCEDURE

1. Closing a campus due to inclement weather will be determined by “The Weather Crew.” At the Aurora campus this includes the Vice President for Administration, the Provost, and the Assistant Provost. The Vice President and Chief Operating Officer and Director of Conference Services are The Weather Crew for the George Williams College campus.
2. There are specific times by which decisions will be made regarding a weather closing:
   1. For "overnight" weather, the group will confer and make a decision on morning opening and broadcast the decision NO LATER THAN 6:00 A.M.
   2. For weather that develops during the day, the group will confer, make a decision and communicate it NO LATER THAN 2:00 P.M. to assure that evening students have the opportunity to access the message in time to stay off the roads.
   3. Decisions may be made earlier if developing weather conditions warrant.
   4. Campus specific information about weather closings will be distributed in several ways:

      AURORA CAMPUS

      1. Check the AU website (www.aurora.edu) for an emergency information box on the homepage.
      2. Call the University main switchboard number (630-892-6431) for a voicemail notification.
      3. Text messages will be sent to those who have signed up for university emergency text mail services. Employees and students may sign up to receive university emergency text message via WebAdvisor under the heading “AU Address Change.”
      4. Call the Emergency Closing Center at 847-238-1234 or visit its website at www.emergencyclosings.com. Emergency closings will be provided to local television and radio stations through the Emergency Closing Center.
      5. For pre-recorded Illinois road condition information, call 1-800-452-IDOT (4368) in Illinois. In addition, the State of Illinois has traffic information available at www.gettingaroundillinois.com.

      GEORGE WILLIAMS COLLEGE CAMPUS:

      1. Call the Inclement Weather phone number, 262-245-8600.

      2. Text messages will be sent to those who have signed up for university emergency text mail services. Employees and students may sign up to receive university emergency text message via WebAdvisor under the heading “AU Address Change.”

      3. For pre-recorded Wisconsin road condition information, call 1-800-ROADWIS (762-3947). Or visitwww.dot.wisconsin.gov/travel/road/winter-roads.htm
         Note that in area wide weather emergencies, radio and television stations often do not report all closings or delays. Individuals are encouraged to check one of the other sources of information when multiple closings in the area are being reported. Phone trees may also be activated from supervisors to employees, and to students in selected cases.
3. Employees are expected to use their discretion regarding safe road conditions during inclement weather conditions if the University does not declare an emergency closing or delayed opening.
4. Non-exempt employees who are unable to report because of the weather conditions must use accrued vacation or personal time (if available) when the University does not close or delay opening. Non-exempt employees who are late or absent for less than one day because of the weather conditions may be given a chance to make up their missed time if work schedules and conditions permit. Make-up time must be in the same workweek and cannot result in the employee working more than 40 hours in that workweek.

Questions regarding this policy should be directed to Human Resources.