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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Supplementary Policy Statement: Application of the Severe Weather Policy during the Pandemic

Approved by the President:  November 18, 2020

With work and learning occurring primarily remote and online, the University will temporary alter its application of this policy. When weather conditions warrant, the university may elect to close one or more campus locations. In these circumstances, in-person events (included classes and exams) would be cancelled, but remote and online events (including classes and exams) would continue in the usual manner. As such, staff and faculty already working remotely would continue to do so. Staff designated as essential services under 4.08 below would be required to work on campus. Staff currently working on campus, but not covered under 4.08, would not be required to travel to campus, but would be required to consult with their supervisor about working remotely.
 
In the event of a utility or internet outage impacting a large geographic area, the University will approach closures and cancellations by applying the principles of the original weather policy. A large-scale outage may result in the closing locations and the cancelling of classes, exams and other events, which will be rescheduled.

Approving Authority: President

Original Approval Date: March 2, 1994

Date of Most Recent Review/Revision: November 18, 2019

Office of Accountability: Office of the President

Administrative Responsibility: University Secretariat

1.00 Purpose

1.01 The purpose of this policy is to set out the process for closing the University due to severe weather.

2.00 Definitions

2.01 Employee means a person who performs work for wages in any capacity for the University.

2.02 University Facility/Facilities means all buildings and grounds, owned, leased or operated by the University, including without limitation outdoor playing areas, athletic and recreational fields and all University residences and housing.

2.03 Essential Services are defined as services that are necessary to enable the University to assure the health and safety of its employees and students; preserve critical infrastructure, minimize serious environmental damage, and, continue the delivery of administrative functions required to support core organizational priorities. See section 4.08 for more details.

2.04 Severe Weather refers to conditions such as ice, fog, rain, sleet, snow, wind and/or frigid temperatures and wind chills with the potential to cause damage, serious social disruption, injury to or loss of human life.

3.00 Jurisdiction/Scope

3.01 This policy and related procedures apply to all students and employees of the University, with the exception of those who provide Essential Services, as detailed in section 2.03 and 4.08. This policy applies whether the disruption occurs on weekday or weekend.

4.00 Policy

4.01 The University or individual campuses and locations will close because of severe weather when normal operation would pose a significant danger to students and employees at the University or specific campuses and locations or would prevent many from safely coming to the campuses and locations or returning to their residences in surrounding areas. Decisions on closing are made in a campus-/location-specific basis. There will be situations in which only one or some of the campuses or locations are affected and other campuses and locations can continue with normal operations.

4.02 The decision to close various locations will be made by the following individuals based on input regarding ability to maintain operations and current and forecasted local weather conditions:

a. Waterloo campus: the President or designate;

b. Toronto:

i. Administrative office: the President or designate in consultation with the Manager of the Toronto office or designate;

ii. Related academic programming (i.e. Toronto MBA): the President or designate in consultation with the Provost and VP Academic or designate;

c. Brantford campus: the Senior Executive Officer (SEO) or designate in consultation with the President or designate;

d. Milton office and related academic programming: the President or designate in consultation with the Provost and VP Academic or designate;

e. Yellowknife: the senior Laurier employee in the office;

f. Other locations: Buildings where Laurier programming or operations takes place in Kitchener and Waterloo will close whenever the Waterloo campus closes. Decisions for other owned/leased spaces will be made by the President or designate.

4.02.01 When it is safe to do so, access will be maintained to University Facilities as required under contract (e.g. leased premises). 

4.03 The University may close for the morning, afternoon, or evening, or for the entire day. In each case, the closure announcement will communicate the reopening time, which may be revised in the event of ongoing severe weather.

4.04 Communication

Communications, Public Affairs, and Marketing (CPAM) will communicate the University’s decision based on established protocol, including internally by email, SafeHawk app and the University intranet, and externally by the Laurier website, social media, and local news media. The closure announcement will communicate the reopening time, which may be revised in the event of ongoing severe weather.

4.04.01 In the absence of a communicated decision to close, the University remains open and all activities continue as planned.

4.05 When the University or individual campus or location is closed it means that:

4.05.01 All classes are cancelled (including those delivered online). Faculty members and academic departments do not have the authority to make exceptions. An instructor may elect to reschedule a cancelled class. Please see procedures document for more details;

4.05.02 All meetings and other scheduled events are not held.  All academic activity is cancelled;

4.05.03 All athletic programming is cancelled, except programming at the Laurier Brantford YMCA;

4.05.04 Examinations (including those delivered online) are cancelled. Faculty members and academic departments do not have the authority to make exceptions.  Final examinations will be rescheduled by Enrolment Services and communicated directly to students;

4.05.05 Deadlines for assignments and other submissions are postponed until the same hour on the next business day that the University is open; and,

4.05.06 Employees, other than those needed for Essential Services (see section 4.08), are not expected to be at work.

4.06 When the University or individual campus or location remains open in severe weather:

When the University does not close in severe weather, the University will strive to ensure the safety and accessibility of University Facilities. Individual circumstances may vary and, when the University remains open in severe weather, those who judge that it may be unsafe to come to campus should discuss alternate work and study arrangements with their instructor or manager. Paid leave options may be available to employees in accordance with their applicable collective agreement or handbook.   

4.06.01 Cancellation of classes and/or examinations without closure of the University

There may be occasions when weather conditions are such that the University stays open, but it is deemed appropriate to cancel classes as well as other scheduled meetings with students (e.g. laboratories, tutorials, tests, exams etc.). A decision to remain open but cancel classes and/or final examinations will be made by the Provost & Vice-President Academic.

4.07 Personal safety

When the University 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 be the safest option.

4.08 Essential services

Even when the University is closed, some services must be maintained for the care and for the protection of life and property of those who live on campus. The following units provide Essential Services which are to continue in operation when the University is closed:

a. Special Constable Service;
b. Food Services (as required under these circumstances);
c. Facilities and Asset Management;
d. Animal Care Facility; and
e. Other essential services may be designated by the President or designate.

4.08.01 The managers responsible for these services will designate staff to provide essential services and will ensure that staff are available to provide essential services.

4.09 Remuneration on severe weather days

If the University closes, University employees scheduled to work during periods affected by closure shall be paid in accordance with the applicable collective agreement or handbook, or in accordance with the Employment Standards Act, 2000. A staff member who is on approved vacation, sick leave or unpaid leave, or who is not scheduled to work on a day when the University is closed, is not entitled to equivalent time off later.

Relevant Legislation

• Employment Standards Act, 2000

Related Policies, Procedures and Documents

• 2.5 Policy on Academic Disruption
• 7.1 Environmental/Occupational Health and Safety
• 7.11 Emergency Management
• Procedures Relating to Policy on University Closing Due to Severe Weather (7.6)