The University rarely closes down operations or cancels classes except in the most serious of situations. Typically classes will be held and offices will be open as scheduled, but students and employees should exercise good judgment and not take undue risks to come to campus. Students should contact the Associate Academic Dean at 304-243-2484 if they cannot make it to campus; employees should contact their supervisor if they are unable to report to work.
Cancellation of Day Classes
A decision to cancel day classes will be made by the Senior Vice President for Academic & Student Affairs or his/her designate in consultation with the Vice President for Student Affairs and the Executive Vice President and Chief Financial Officer, or their designates. Whenever possible, such a decision will be made by 7:00 AM.
Cancellation of Classes may be made for a portion of the day or the entire day, depending upon the circumstances necessitating the cancellation. When possible, classes may be canceled for a certain number of hours (such as classes from 8:00 AM until 10:50 AM). Students and faculty should listen carefully to the details regarding any announcement of class cancellations.
Cancellation of Evening Classes
A decision to cancel evening classes will be made by the Dean of Adult Education in consultation with the directors of any academic programs affected. Whenever possible, such a decision will be made by 3:00 PM.
Information on Cancellation
Information of the cancellation of classes will be given to University Relations to be distributed to the local radio and television stations. The University is not responsible for the media's failure to announce information accurately or promptly. Once a decision has been made, the University's Campus Safety & Security Office and Switchboard will be immediately informed. Questions can be directed to 304-243-2000.
Individual Class Cancellations
On occasion certain classes may be canceled for reasons related to an individual faculty member's circumstances, such as weather, illness or other emergency. Such announcements will be posted near the faculty secretaries' office on the first floor of Donahue, and on the door of the canceled class' room. Notices will be posted by the faculty secretaries upon notification. Students can call the faculty secretaries' office at 304-243-2184 for information regarding specific class cancellations.
Employees and Cancellation of Classes
When weather conditions or other emergencies have required the cancellation of classes, employees are expected to report for work. Employees should take caution and care in getting to work, and if needed, delay their departure for work until safe conditions have been established. If an employee feels that reporting for work is an undue risk, the employee should contact his/her supervisor.
Closing of the Campus
In most circumstances, University Offices will remain open even though classes are canceled. Decision to close the entire campus will be made by the same individuals as class cancellations. The closing of the campus, as opposed to cancellation of classes, will mean the closing of all non-essential operations of the University, including the NTTC and CET operations.
As soon as a decision is made to close the University, Campus Safety & Security and the Switchboard will be contacted. Employees can call the University's main number, 304-243-2000, to learn if the University has been closed. If the University has been closed, the answering machine message will be changed to include information regarding the status of classes and other operations of the University.
Some operations will be staffed even if the campus is closed. Essential operations include Campus Safety & Security, Physical Plant, Food Service (when food service is scheduled) and the Switchboard. If the University is closed for more than one workday, the mailroom is to be considered an essential operation and is to be open. If the University is closed a second day when classes are normally scheduled to be in session, the Library and the Academic Computer Center will be open on the second and all subsequent days the University is closed. Each of these operations has special procedures for such situations that will be implemented as needed.
At the NTTC, essential personnel responsible for mission critical equipment/services and information systems security, may be present if service is required.
At the CET, procedures to insure the maintenance of network services are established. These services are essential and will be maintained during emergency situations.
Procedures for Cancellation of Classes and Closing of the Campus
Once a decision has been made to cancel classes or close the campus, the following procedures will take place. With each communication, the distinction between cancellation of classes and closing of campus is to be made very clear. It must be very clear which of these decisions has been made or if both are applicable.
A. The Senior Vice President for Academic & Student Affairs will contact:
1. The VP for University Relations who will contact the local radio and television stations.
2. The Associate Academic Dean who will contact the Registrar's Office, Library, Computer Center, ARC, and Department Chairs, who will then contact their department members with the help of the Associate Chairs.
3. The Senior Vice President for Academic & Student Affairs secretary who will contact the faculty secretaries.
4. The Rector or another Jesuit in Whelan Hall will inform the Jesuit Community.
B. The Vice President for Student Affairs will contact:
1. Campus Safety & Security and the Switchboard, who will follow procedures outlined for such situations.
2. The Director for Residence Life & Judicial Programs, who will contact the Residence Life Staff who will follow procedures outlined for such situations.
3. The Director of the English Language Institute who will follow procedures outlined for such situations.
4. The Food Service Director who will implement appropriate procedures for the situation at hand including contacting necessary personnel.
5. Other Student Affairs Directors who will implement procedures applicable to the situation including contacting members of their staffs.
C. The Executive Vice President and Chief Financial Officer will contact:
1. The University President.
2. The Vice President for Advancement who will implement procedures appropriate for the situation at hand including contacting Physical Plant personnel.
3. The Director of Physical Plant who will implement procedures appropriate for the situation at hand including contacting Physical Plant personnel.
4. The remaining executive committee members who will contact members of their staffs following procedures their areas have established for such situations.