Inclement Weather 

Number:

4.3

Procedure Name:

Inclement Weather

Sponsor:

Tina Ruff
Chief of Staff to the President
(Revision)

Custodian:

Campus Operations

Effective Date:

January 2017; March 1, 2019 (Revision);
December 22, 2020 (Revision); March 5, 2021 (Revision); January 25, 2022 (Revision)

Next Review Date:

2022-2023

Location:

durhamtech.edu/policies-and-procedures/inclement-weather

Citation:

1C SBCCC 200.94

 

Procedure

The State Board of Community Colleges (SBCC) allows each college’s board of trustees to establish policies and procedures related to adverse weather conditions. Durham Technical Community College's (Durham Tech’s) inclement weather procedure is outlined below.

Communications

In the event of inclement weather, including events such as hurricanes, snow, or ice accumulation, Durham Tech will communicate decisions related to College operations in the following ways:

  • An announcement on the College's website

  • Posts on Durham Tech’s Twitter and Facebook pages;

  • A voice message on the College’s switchboard at 919-536-7200;

  • An announcement on the College’s Sakai site

  • Notifications via local television/media outlets.

Although the College announces weather-related schedule changes via local media, it does not rely on local media as a source when determining its response to inclement weather. Instead, the College makes decisions based on Durham County Emergency Management notifications and recommendations.

To the extent possible, the College will make decisions by 9 p.m. the night before the anticipated weather event or by 3 p.m. the day of the weather event for evening operations. However, inclement weather can occur at any time so decision timetables are flexible. 

The College will provide instructions on documenting weather-related leave when communicating its operational decisions. These communications will also direct faculty on how to communicate schedule changes to students.

Operational Status

The College may decide to operate each campus/location independent of its other campuses/locations. The College will use three (3) color-coded word indicators to indicate current operational status at each campus location. 

  •  Green: The campus/location is open.
    The College may decide to continue or resume instruction and activities as scheduled. If the campus/location remains open, students are to attend classes, if possible. Instruction and activities will take place as normally scheduled. Students should use their best judgment regarding travel. Students using public transportation should consult the GoTriangle adverse weather plan.
     
  • Yellow: The campus/location is closed, but online, Public Safety, and clinical courses may meet.
    If seated or face-to-face instruction becomes difficult to sustain due to inclement weather, the College may decide to cancel seated, face-to-face courses at one or all campus locations. Online courses may continue to meet. Public Safety courses, including Basic Law Enforcement Training (BLET), Fire Academy training, Emergency Medical Science (EMS), and in-service law enforcement training that are ongoing and have state-mandated schedules or hours required for specific certifications will continue to meet unless otherwise communicated by the appropriate program director. Health program clinicals and work-based learning activities located at off-campus facilities may continue to meet in accordance with the facilities’ inclement weather guidelines. Instructors will notify students of make-up plans for cancelled instruction. Make-up options include but are not limited to meeting on official make-up date(s), web-based instruction, adding time to remaining class meetings, independent activities/assignments, and condensed course material. For other activities, College personnel will notify attendees of alternate arrangements.
     
  •  Red: The College is closed.
    All instruction and activities will be cancelled. Instructors will notify students of make-up plans for cancelled instruction. Make-up options include but are not limited to meeting on official make-up date(s), web-based instruction, adding time to remaining class meetings, independent activities/assignments, and condensed course material. For other activities, College personnel will notify attendees of alternate arrangements.

If the College closes a campus location early or delays opening, class time must be made up and activities may be rescheduled. The Vice President, Chief Academic Officer may provide additional guidance based on the specific closing or delay. Instructors should communicate with their program chairs/directors and deans if they have any questions. 

Inclement weather make-up days are noted on the academic calendar, and faculty will provide additional information via email and Sakai. Information about rescheduled activities will be shared via student and employee communication platforms.

Employees

Employees should adhere to the following reporting guidelines based on the College’s operational statuses:

  •  Green: The campus/location is open.
    If a campus/location is open, employees who work at that campus/location should report to work, if possible.
  •  
  •   Yellow: The campus/location is closed, but online, Public Safety, and clinical courses may meet. 
    Employees who work at that campus/location should report to work virtually unless otherwise indicated by their role or by their supervisor. Personnel considered essential to resolving the current concern or sustaining campus operations will be permitted access. These essential personnel may include Campus Police and Public Safety officers, the Public Health Officer, Incident Command or Emergency Action Group personnel, Information Technology Services staff, Facility Services employees, external public safety or contracted personnel, Public Safety course instructors, and administrators directly managing the response. Employees who are not essential personnel may not visit campus or the specific location at this time. Division heads have the authority to identify and approve additional essential personnel depending on the nature of the inclement weather event, safety incident, or current College need.
  •  
  •  Red: The College is closed. 
    Employees should not report to work and do not need to report time missed. If a campus/location is closed due to inclement weather, safety concerns, or other emergency reasons, no non-essential employee (faculty or staff), student, or visitor will be permitted to access that campus/location. When a campus/location is closed, any essential employee reporting to that campus/location must sign in with Campus Police and Public Safety at the time of entry and provide a reasonable rationale for the need for access. When the work is complete, the employee must sign out with Campus Police and Public Safety and exit from the location.

Definition

Essential Personnel – Employees who, regardless of category, are necessary for operations during states of emergency. Essential personnel shall be notified in advance of their essential status via their job description or direct communication from their supervisor or division head. Employees who are considered essential employees include but are not limited to administrative officers, Campus Police and Public Safety officers, Facility Services personnel, the Public Health Officer, and the Safety Compliance Officer.