Fayetteville Policies and Procedures  211.0 

Inclement Weather/Emergency Procedure

1. General Procedures

   The University of Arkansas operates 24 hours a day, seven days a week throughout the year to meet the needs of students, the requirements of ongoing research, and its obligations for the safety and security of the campus community. The university’s procedures for responding to inclement weather or emergency events necessarily apply whatever time of day or night these events occur.

   The University may respond to inclement weather or emergency events by changing its operating status in one of three ways:

   1. Cancellation of classes and shifting of on-campus operations deemed not inclement weather/emergency essential to a remote status

   2. Delayed start of classes and delayed opening of non-essential offices and services

   3. Early dismissal of classes and early closing of non-essential offices and services.

   The safety of students, faculty and staff and the integrity of university operations are the primary concerns when deciding on a response to inclement weather or emergency event.

2. Inclement Weather Procedures

   For inclement weather events, when inclement weather is forecast by the National Weather Service and/or local meteorologists, university officials designated as part of the Inclement Weather Group will begin monitoring weather conditions.
   
   The Inclement Weather Group will be led by the Provost and Executive Vice Chancellor for Academic Affairs (Provost). Members of the Inclement Weather Group will include the Executive Vice Chancellor for Finance and Administration (who will lead the Inclement Weather Group in the Provost's absence), the Associate Vice Chancellor for Facilities, the Director of University of Arkansas Police Department (UAPD), the Director of Transit and Parking, the Associate Vice Chancellor for University Relations, the Vice Chancellor for Student Affairs, the Chair of the Staff Senate, and the President of the Associated Student Government, or their designated alternates. UAPD will maintain a current list of contact information for all group members and alternates.
   
   When inclement weather conditions approach the area, UAPD will begin monitoring road conditions on campus, in Fayetteville, and in the region; Facilities Management supervisors will monitor conditions of campus streets, sidewalks and parking lots to determine if they need to be cleared or de-iced; Razorback Transit supervisors will begin to check road conditions to determine if bus services can be operated safely. Supervisors of essential on-site weather, emergency, and event personnel will schedule employees to meet inclement weather duties.
   
   Supervisors from UAPD, Facilities Management and Razorback Transit will keep the director of UAPD updated on campus conditions, and the UAPD director will make regular reports by phone, text, and/or email to the Inclement Weather Group.
   
   If police, facilities and transit supervisors report that weather conditions are deteriorating and travel is becoming potentially hazardous, the UAPD Director will initiate a conference call with the Inclement Weather Group. The group will consider all available information regarding safety, weather and travel conditions.
   
   Following this meeting and depending on these conditions and the time of day, the Provost or alternate may decide to take no action, with the option of revisiting that decision if conditions change.
   
   Following this meeting, if it is determined that conditions warrant, the Provost (or alternate) may decide to change the University's operating status in one of the three ways listed above. These as described in more detail in Fayetteville Policies and Procedures 210.0. The Inclement Weather Group can revisit and modify a decision if weather conditions worsen with additional communications occuring as quickly as possible.
   
   

3. Emergency Procedures

   In emergency situations in which there may be a necessity to change the university’s operating status, the Provost and Executive Vice Chancellor for Academic Affairs (or in their absence, the Executive Vice Chancellor for Finance and Administration) will consult with campus leadership which may include but is not limited to the Chancellor and the members of the Inclement Weather Group listed above, or their designated alternates.
   
   Based on campus conditions and concern for health and safety of the campus community, the Provost (or alternate) may decide to change the University’s operating status in one of the three ways listed above.  These as described in more detail in Fayetteville Policies and Procedures 210.0.
   
   

4. Communications

   Any decision to change the university’s operating schedule should be made and communicated to students, faculty and staff as early as possible, with as much lead time as possible. University Relations staff will have primary responsibility for communicating a change in operating status due to an inclement weather or emergency event . Immediately following the decision to change the University’s operating status, the director of strategic communications will contact staff members and begin to:

• • send  an appropriate message through the emergency alert system to all members of the campus community via text, email and voice messages
  • post an appropriate  message to the university homepage and emergency website
  • contact the manager of telephone services to send the message to the university switchboard and campus voicemail addresses
  • send messages via social media (X, formerly Twitter) and Facebook)
  • post the message on the campus weather Hot Line (575-7000)
  • contact campus media (KUAF, UATV, and KXUA)
  • contact local and state broadcast and online media

Razorback Transit bus route information will be updated as often as possible and  messaging will direct the campus community to the university homepage where updated transit schedules will be posted.

Facilities information will be updated as often as possible and posted to the university homepage to inform the campus community regarding street, sidewalk and parking lot conditions.

Supervisors may notify employees in their unit, or employees may call supervisors for instruction.

Faculty members may also arrange to contact their students to cancel a specific class. All class cancellations must adhere to Academic Policy 1858.10 and Fayetteville Policies and Procedures 210.0.

If the university remains operating on a normal schedule with no disruption of transportation services, generally no announcements will be made.

Please refer to Fayetteville Policies and Procedures 210.0 regarding the inclement weather policy.

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