Campus Closure Procedure

CVTC Campus Closure Procedure

Decision Making

Conditions that may require a decision to close or not to open a campus should be communicated through the Provost, Vice President of Administration, or appropriate Vice President to the President at the earliest possible time.

Public safety is the primary consideration in closure decisions. In this regard, the Associate Vice President of Facilities, Operations, & Planning (or designee-Emergency Management) will be responsible for advising the Vice President of Administration or appropriate VP in their absence on safety-related conditions. This advisory and/or recommendation will be made after consultation with other appropriate departments/agencies, such as Facilities Management, Public Safety, the National Weather Service, local law enforcement, and/or applicable agencies.

The Vice President of Administration or appropriate VP in their absence will then advise or recommend to the President an appropriate course of action.

The decision to close, not to open, or to reopen the campus will be made by the President or designee. The President may consult with various individuals on campus and ask for recommendations, but the President or designee will make the final decision.

Notification

The Associate Vice President of Facilities, Operations, & Planning (or designee) will initiate an advisory call to the Vice President of Administration or appropriate VP in their absence if conditions are such that an operating status other than Open for Business is recommended. The Vice President of Administration will then advise the Cabinet and contact the President or designee.

Once the President or designee has made a decision, the Vice President of Strategic Communications and Community Engagement will communicate that decision to the following, since these units receive many inquiries regarding decisions on operating status and/or have follow-up responsibilities:

• Strategic Communications, Facilities Management, College Closure Communication Team, Public Safety, Student and Academic Leadership Team
• The President’s Office will advise appropriate media outlets.
• The College Closure Communication team will notify individuals via our emergency alert system. Employees and students should ensure CVTC Campus Closure Procedure their personal information is updated regularly in SIS. Directions can be found here.
• Strategic Communications will update https://www.cvtc.edu/alerts with operating status for the impacted campus(es).
• Commons and Canvas will be updated with operating status by the designated individual from the College Closure Communications Team.

Scenarios

Open for Business

All classes, campus events, facilities, and venues are open and on schedule.

1. Classes

   Students are expected to attend classes as scheduled.

2. Employees

   Employees are expected to be at work as scheduled.

Employees, students, and visitors should contact their supervisors, instructors, or event venue with specific concerns.

Delayed Opening

Communications will contain information if classes and campus are subject to the delayed start. A decision for a delayed start will normally be made by 5 a.m. of the impacted day.

1. Classes

   1. All campus events, facilities, and venues are open and on schedule after the delay period has ended.
   2. All in-person and remote (synchronous) classes with a start time that is during the closure period will be canceled.
   3. All online (asynchronous) classes will be held as normal, and no classes or exams will be delayed or canceled due to a delayed start.
   4. In the event of a delay during the final examination period, the Provost will provide a directive regarding exams.

2. Employees

   1. Critical and essential services employees should report to their duty locations.
   2. All other employees should report (physically or remotely) at their campus posted start time. If an employee has circumstances that would prevent them from working, see Employee Handbook for details on leave options.
   3. Generally, it is not expected that non-critical and essential employees work during the delayed start regardless of work modality, but employees should check with their manager for directions. If multi-campus, virtual meetings, not pertaining to the delayed start are scheduled, communication will be sent to impacted employees as early as possible. All other meetings during the delayed start should be canceled, regardless of modality.

   Employees, students, and visitors should contact their instructor, supervisor, or event venue with specific concerns.

Early Closure

Communications will contain information if classes and campus are subject to early closure. A decision for early closure will be made at least two hours before the planned closure time.

1. Classes

   1. All campus events, facilities, and venues are open until the early closure time.
   2. All in-person and remote (synchronous) classes with a start time after the early closure time will be canceled.
   3. All online (asynchronous) classes will be held as normal, and no classes or exams will be delayed or canceled due to an early closure.
   4. In the event of an early closure during the final examination period, the Provost will provide a directive regarding exams.

2. Employees

   1. Critical and essential services employees should remain at their duty locations.
   2. All other employees should leave campus.
   3. It is not expected for employees to work after the early closure regardless of work modality. In the event that multicampus, virtual meetings not pertaining to the early closure are scheduled, communication will be sent to impacted employees as early as possible. All other meetings during the early closure should be canceled, regardless of modality.

   Employees, students, and visitors should contact their supervisors, instructors, or event venue with specific concerns.

Remote Classes and Services

Communications will contain information if classes and campus are subject to remote classes and services. All campus events are canceled, and facilities and venues are closed. A decision for remote classes and services will normally be made by 5 a.m. of the impacted day.

1. Classes

   1. All in-person (including My Choice in-person option) classes, if at all possible, will switch to remote. If it is not possible to switch to remote instruction, in-person classes will be canceled at the discretion of the instructor in collaboration with their academic dean.
   2. All online (asynchronous) classes will be held as normal, and no classes or exams will be delayed or canceled due to remote classes and services.
   3. In the event of remote classes and services during the final examination period, the Provost will provide a directive regarding exams.

2. Employees

   1. Critical and essential services employees should remain or report to their duty locations.
   2. All other employees should switch to remote work. If an employee has circumstances that would prevent them from working remotely, see Employee Handbook for details on leave options.
   3. It is expected for employees to work remotely if work can be done remotely to ensure the continuity of remote services. All in-person meetings should be switched to virtual if possible or canceled if not possible in a virtual modality.

   Employees, students, and visitors should contact their instructor, supervisor, or event venue with specific concerns.

Class Cancellation

Communications will contain information when classes are canceled. Class Cancellation may be issued in conjunction with an Administrative Closure. A decision for a class cancellation will normally be made by 5 a.m. of the impacted day.

1. Classes

   1. All in-person and remote (synchronous) classes will be canceled.
   2. All online (asynchronous) classes will be held as normal, and no classes or exams for online (asynchronous) classes will be delayed or canceled due to a decision for class cancellation.
   3. In the event of a class cancellation during the final examination period, the Provost will provide a directive regarding exams.

2. Employees

   1. Employees not impacted by Class Cancellation unless issued in conjunction with an Administrative Closure, see F. below.

   Employees, students, and visitors should contact their instructor, supervisor, or event venue with specific concerns.

Administrative Closure

Administrative functions of the campus are closed. Administrative Closure may be issued in conjunction with Class Cancellation. A decision for an Administrative Closure will normally be made by 5 a.m. on the impacted day.

1. Classes

   1. Classes not impacted by Administrative Closure unless issued in conjunction with Class Cancelation, see E. above.

2. Employees

   1. Critical and essential services employees should report to their duty locations.
   2. All other employees should remain off campus.
   3. It is not expected for employees to work during the administrative closure regardless of work modality. In the event that multi-campus, virtual meetings not pertaining to the closure are scheduled and must be held, communication will be sent to impacted employees as early as possible. All other meetings should be canceled, regardless of modality.

   Employees, students, and visitors should contact their instructor, supervisor, or event venue with specific concerns.

Campus Safety Closure

The campus is closed for major safety concerns. Examples include large floods, large fires, large power outages, or a critical threat. Communications about the campus safety closure will contain information regarding expectations for classes and employees and will likely be issued in conjunction with another operating status.

Revised Effective Date: January 10, 2024

Original Effective Date: January 10, 2024

Approved By: Sunem Beaton-Garcia