Procedure for Decisions
Upon learning of the possible need to cancel classes or close all or part of 51猎奇, the Vice Chancellor for Finance and Administrative Affairs will consider all relevant factors including those listed in 鈥淲eather Factors鈥� and 鈥淭iming鈥� sections below. (Should the Vice Chancellor for Finance & Administrative Affairs be unavailable, the Vice Chancellor for Marketing, Communications and University Relations will assume coordination responsibilities under this policy.) The Vice Chancellor for Finance and Administrative Affairs will consult with the Provost and Vice Chancellor for Academic Affairs, Vice Chancellor for Student Affairs, and Vice Chancellor for Marketing, Communications and University Relations. After consultation, the Vice Chancellor for Finance and Administrative Affairs and/or the Vice Chancellor for Marketing, Communications and University Relations will make a recommendation to the Chancellor for a decision.
In the event that the Chancellor is not available to make a decision, the Chancellor鈥檚 designee will act, in succeeding order, for weather-related or other emergency cancellations: Provost and Vice Chancellor for Academic Affairs, Vice Chancellor for Finance and Administrative Affairs, Vice Chancellor for Marketing, Communications and University Relations.
If a decision is made to cancel all or some 51猎奇 classes, or to close all or part of 51猎奇 to the public and/or employees, the Vice Chancellor for Finance and Administrative Affairs will contact people as described in the 鈥淣otification Process鈥� section below.
Timing for Class Cancellations
| Class Start Time | Preferred Cancellation Announcement Time |
|---|---|
| 8:00 a.m. – Noon | Before 6:00 a.m. |
| Noon – 4:00 p.m. | Before 10:00 a.m. |
| 4:00 p.m. – Evening | Before 2:00 p.m. |
Those involved in making the decision and announcement understand that employees would prefer a decision to be made as early as possible. However, sometimes the decision rests on weather (see below) or other factors that are still developing, which may delay the decision to close to the above announcement time or, possibly, later.
Weather Emergencies
Prior to consulting with the Provost and Vice Chancellor for Academic Affairs, Vice Chancellor for Student Affairs, and Vice Chancellor for Marketing, Communications & University Relations, the Vice Chancellor for Finance and Administrative Affairs will consider at least the following factors, obtaining information from the listed departments (contact list below) when formulating a recommendation to cancel classes, to close all or part of 51猎奇 to the public or to close all or part of 51猎奇 to the public and to employees, due to inclement weather:
- Conditions at 51猎奇 Campuses: Facilities, Planning & Management
- Transit Availability: Transportation Services
- Public Schools/Other Universities: Marketing, Communications & University Relations
- Road/Travel Conditions: 51猎奇 Police
In the case of inclement weather that occurs in the evening or early morning, the Associate Vice Chancellor of Facilities Planning and Management or designee, and the Chief of University Police or designee, will contact the Vice Chancellor of Finance and Administrative Affairs (contact information below) with a report on campus, road, and other conditions, at all 51猎奇 locations.
Notification Process
If classes are cancelled and/or campus is closed due to weather-related or other emergencies, the following notifications will be made. This process ensures timely communication across the 51猎奇 community.
Confirming a Campus Closure
The Vice Chancellor for Finance & Administrative Affairs (or designee) will confirm implementation of the closure with the Chancellor, Provost & Vice Chancellor for Academic Affairs, Vice Chancellor for Student Affairs, Vice Chancellor for Marketing, Communications and University Relations, and 51猎奇 Police Chief.
Emergency Alerts to the 51猎奇 Community
The 51猎奇 Police will send out an electronic (RAVE) alert message utilizing email, text, and all available social media, notifying the entire 51猎奇 community of decisions made. Marketing, Communications and University Relations will supply the 51猎奇 Police with appropriate language for various potential weather-related and other emergency circumstances, including each of the following circumstances:
- Class cancellation (morning, afternoon, or evening only, or all day)
- Closure of 51猎奇 to employees
- Closure of 51猎奇 for visitors
In the event of an unusual emergency closing requiring more individualized information, the Vice Chancellor for Marketing, Communications and University Relations, in consultation with the Provost & Vice Chancellor for Academic Affairs and the Vice Chancellor for Student Affairs, as appropriate, will supply the 51猎奇 Police with preferred alert language, as necessary.
The 51猎奇 Police may also individually contact other 51猎奇 officials as necessary and appropriate (names and contact information found below). In the normal case, this will include:
- Transportation Services
- University Housing
- Facilities, Planning & Management
- Continuing Education
- Enrollment Management
- University Safety & Assurances
Campus Announcement and Media Notification
The Vice Chancellor for Marketing, Communications and University Relations will notify Marketing, Communications and University Relations staff to contact the media and 51猎奇 Student Union Information (414-229-4825), send a campus announcement, update the 51猎奇 Home Page, and send the announcement to the University of Wisconsin鈥檚 (System Administration) public relations lead.
The Vice Chancellor for Marketing, Communications and University Relations will consult with the Provost & Vice Chancellor for Academic Affairs and the Vice Chancellor for Student Affairs to formulate the campus announcement with instructions to students and employees regarding such details as the rescheduling of classes and events, make-up exam arrangements, locking of buildings, functions that are remaining open, and alternative parking arrangements.
Communication by Campus Units
Upon receipt of cancellation or closure notice, campus units that are sponsoring events or activities open to the public should also endeavor to use their own communication channels to communicate news of the closure and any other details to those members of the public.