School Closure and Curtailment Policy

PURPOSE

It is occasionally necessary to close Lewis & Clark, or to curtail or modify normal operations, due to adverse weather, environmental or other conditions, such as winter storms, power outages, public health emergencies, etc. The purpose of this policy is to establish the principles and procedures that govern such decisions, and to assure that such decisions are made in a manner that best protects the health and safety of campus residents and employees, sustains business continuity, and accommodates previously-scheduled academic activities, including classes, rehearsals, practices, study sessions, and access to library materials.

DEFINITIONS

An Institutional Closure means the cancellation of substantially all normal campus activities, including classes. An Institutional Closure is likely when a major event significantly disrupts both the campus and the wider community such that classes and activities are canceled altogether.

A Curtailment or Modification of Institutional Activities means that adverse conditions require changes to how the campus normally operates, but that some or many activities still occur in modified form. For example, a Curtailment or Modification of Institutional Activities occurs when adverse conditions cause Lewis & Clark to change its normal operating hours, move some or all in-person classes to an online format, and/or directs some or all non-essential employees to work from home to the degree possible. A Curtailment of Modification of Institutional Activities may be effective for a full day or for a portion of a day. Included in this definition is a Late Opening and an Early Dismissal.

A Late Opening is an opening of the physical campus at a time later than normal due to conditions that are expected to improve by late morning, allowing a resumption of normal activities.

An Early Dismissal is a closure of the physical campus at a specified time due to adverse conditions occurring after the standard school and work day has begun.

Essential Personnel are Facilities staff necessary to clear and maintain the campus as determined by the AVP of Facilities; residential life, food service and other personnel necessary to serve the needs of residential students, as determined by the VP of Student Life; Campus Safety staff; and any other personnel necessary for the protection, maintenance, business continuity or reopening of the campus, as designated by the VP for Operations.

POLICY

Lewis & Clark will remain open and conduct normal operations unless conditions are so severe as to require Institutional Closure or Curtailment or Modification of Institutional Activities.

In the event of an Institutional Closure:

• All classes, meetings, and events are canceled and all support services other than those essential for ensuring housing, food, and safety for campus residents are closed.
• Facilities such as Watzek Library and Pamplin Sports Center will be opened for residential students only when it becomes reasonably possible to provide access and staffing for those sites.
• Classroom buildings and other academic facilities will remain locked.
• Essential Personnel are to report for duty on campus when it is safe to do so, unless specifically directed not to.
• Non-residential students and Non-Essential Personnel are not to report to campus.
• Non-exempt (hourly) Essential Personnel who report for duty on campus will be paid double time for their actual hours worked. (Overtime provisions apply.)
• All other employees will be paid for the regularly scheduled workday.
• If an Institutional Closure is announced after employees have reported for duty on campus, non-exempt (hourly) Essential Personnel on duty on campus will be paid double time wages for actual hours worked after the effective time of the Institutional Closure. (Overtime provisions apply.) All other employees will be paid for the remainder of their regularly scheduled day, but will not be expected to work after the effective time of the closure.
• Employees scheduled for vacation or sick leave will not have their vacation or sick leave charged.
• An Institutional Closure applies to all Lewis & Clark sites, including off-campus clinics.

In the event of the Curtailment or Modification of Institutional Activities:

• The physical campus will be closed except for essential services and personnel as described herein.
• Classes and other academic programming may be conducted online. Lewis & Clark will inform students and employees about classes and programs that will still occur, or will be modified, during curtailed operations.
• Essential Personnel are to report for duty on campus when it is safe to do so, unless specifically directed not to.
• Non-Essential Personnel able to work remotely are expected to do so, and will be paid for the regularly scheduled workday.
• Non-residential students and Non-Essential Personnel are not to report to campus.
• Non-exempt (hourly) Essential Personnel who report for duty on campus will be paid double time for their actual hours worked. (Overtime provisions apply.)
• Non-Essential Personnel not able to work remotely will not be penalized, and will be paid for the regularly scheduled workday. For instance, employees who cannot work remotely due to a power outage, family obligations, the nature of their position, or lack of proper equipment at home are not required to work.
• Off-campus sites, such as the Community Counseling Center and law school clinics, will make their own decisions about on-site and remote activities, services and work, and are responsible for clearly communicating those decisions to employees, students and/or clients.

In the event of a Late Opening or Early Dismissal:

• Employees identified as Essential Personnel shall report for duty on campus at their normal time, if it is safe to do so, unless specifically directed otherwise.
• Essential Personnel who report for duty on campus will be paid double time for the actual hours worked prior to the time of the Late Opening or after the time of the Early Dismissal.
• Non-Essential Employees are to report to work at the appointed start time, or leave work at the appointed closure time, and will be paid for the regularly scheduled workday.

When adverse weather or environmental conditions are predicted, members of the campus community (students, faculty, and staff) are encouraged to anticipate the possibility of an Institutional Closure or Curtailment of Modification of Institutional Activities by taking home with them materials that they might require for their classes or work.

This policy applies to day, evening, weekday, and weekend classes of the College of Arts and Sciences, the Graduate School of Education and Counseling, and Law School, as well as all scheduled meetings and events at the institution. To best protect health and safety and to avoid confusion, a Institutional Closure or Curtailment or Modification of Institutional Activities applies to all classes, meetings and events at the institution. The VP for Operations is responsible for determining whether classes, meetings, or events will occur on campus. Because classes and events are scheduled for weekends as well as weekdays, this policy applies and conditions are monitored seven days a week.

AUTHORIZATION

The Vice President of Operations, in consultation with the Vice President/Chief of Staff, is responsible for making all decisions related to Institutional Closure or Curtailment or Modification of Institutional Activities for Lewis & Clark. In the Vice President of Operations absence, the Vice President/Chief of Staff is responsible for such decisions.

PROCESS

In the event that anticipated conditions could lead to Institutional Closure or Curtailment or Modification of Institutional Activities the Director of Emergency Management, or designated backup, in consultation with the AVP of Facilities Services, Environmental Health & Safety Office and/or Director of Campus Safety as necessary, will notify the Vice President for Operations, or designated backup, about the conditions that might call for closure.

Ideally, a decision regarding Institutional operations will be made and communicated before early morning commuters have left home. Lewis & Clark will strive to make the decision and announcement by 5:30 a.m. For conditions presenting during the day, Lewis & Clark will strive to make a decision and announcement by 2 p.m. Sometimes, however, emerging conditions make early notification impossible and require Institutional Closure or Curtailment or Modification of Institutional Activities with little notice.

If an Institutional Closure or Curtailment or Modification of Institutional Activities decision is made:

• The Director of Emergency Management will share closure information with students and employees by text messages and email using Lewis & Clark’s emergency notification systems.
• The AVP of Communications or designee(s) will share closure information on the three Lewis & Clark campus homepages, share the information via social media, and notify local media outlets.
• The Director of Emergency Management will assure that facilities, food services, Executive Council, and other necessary Lewis & Clark officials are aware of the decision.
• Updates will be provided by text message and email using Lewis & Clark’s emergency notification systems as warranted by changing circumstances.
• Students, staff, faculty members, and visitors should use the Lewis & Clark home pages as reliable sources for the most up-to-date and authoritative information.