From: Gordon Herbst [mailto:
Sent: Wednesday, December 09, 2009 4:15 PM
To: All Employees;
Cc: Kim Fabrizio
Subject: Procedures Concerning Class Delay and Cancellation (Addendum)
Dear Faculty, Staff and Students:
With the winter season approaching, we are taking this opportunity to remind you of the University's procedures for delays and cancellations due to extreme winter weather conditions. In view of the length of this e-mail, I suggest that you print it and keep it in a convenient location for your personal reference.
We attempt to make determinations about any adjustments to the University's schedule of operations as early in the morning as possible. Changing weather conditions sometimes challenge our ability to make timely decisions; but the goal is always to make closing or delay decisions by 5:30 a.m. in order to get the message to the media, on our web page, and on our hotline no later than 6:00 a.m.
Changes to the University's operating schedule will be posted on the University telephone hotline (814-732-BORO) as well as the web page (www.edinboro.edu). Please visit the website for information regarding our procedures as well as winter weather safety information.
I would also encourage you to consider registration in the e2Campus messaging system. If you are not registered, please take a moment to log into e2Campus and setup your account. In addition, please be reminded of the following definitions and distinctions:
Classes are Cancelled*
Message given to the media: "All Edinboro University classes are cancelled for the day at the Edinboro campus, the Erie and Meadville locations, and other off-campus locations where classes are held." (Appropriate references will be made regarding athletic events and other campus activities.)
Guidance to Faculty, Staff and Students: University teaching faculty and students should not report to class. Student employees, including graduate assistants, should not report to work. All other employees shall report to work according to their regular schedules or as indicated by their supervisors.
Classes are Delayed*
Message given to the media: "Edinboro University classes are delayed until (insert time) at the Edinboro campus, the Erie and Meadville locations, and other off-campus locations where classes are held." (Appropriate references will be made regarding athletic events and other campus activities.)
Guidance to Faculty, Staff and Students: University teaching faculty and students should not report to classes scheduled before (insert time). Student employees, including graduate assistants, should not report to work until after (insert time). All other employees shall report to work according to their regular schedules or as indicated by their supervisors.
Please Note: When classes are delayed (or all operations delayed), you will follow your regular class schedule after the delay has ended. Classes that occurred during the delay period will not be made up.For classes that extend throughmultiple periods(e.g. class runs from 9am to 12 noon),faculty and students should report for the remaining segment of the class period.
University Operations Are Cancelled
Message given to the media: "All Edinboro University operations are cancelled for the day." (Appropriate references will be made regarding athletic events and other campus activities.)
Guidance to Faculty, Staff and Students: Only individuals identified as 'Essential Personnel' should report to campus according to their regular schedules (unless directed otherwise by their supervisors). Other staff may be directed to report to their work site to address matters of safety, maintenance or other issues as determined necessary by management.
University Operations Are Cancelled After the School/Work Day Has Started
Message given to the media: "All Edinboro University operations are closed effective (insert time).
Guidance to Faculty, Staff and Students: Only individuals identified as 'Essential Personnel' should continue at their work site through the end of the regular workday (unless directed otherwise by their supervisors). Other staff may be directed to remain at the work site to address matters of safety, maintenance or other issues as determined necessary by management.
Opening of University is Delayed
Message given to the media: "All Edinboro University operations are delayed until (insert time). (Appropriate references will be made regarding athletic events and other campus activities.)
Guidance to Faculty, Staff and Students: Only individuals identified as 'Essential Personnel' should report to campus according to their regular schedules or as indicated otherwise by their supervisors. Other staff may be directed to report to campus to address matters of safety, maintenance or other issues as determined necessary by management.
Note: The "message to the media*" is an abbreviated statement that is of a nature and length typically used by the area television and radio stations. The appropriate "message to the media" statement, along with the "guidance to faculty, staff, and students," will appear on the University Hotline (814-732-BORO) as well as the web page (www.edinboro.edu) when changes are made to the University's operating schedule. Sometimes the media will only report that the University is "operating on a delay," or ''closed." In these cases, University staff and administrators need to seek additional information to determine whether the delay or cancellation is for the entire University or for classes only. Detailed information will be on the hotline and webpage, and offices should also be using phone trees to transmit this information. If your office has not yet updated and distributed youremergency phone tree, please do so today.
*The decision to cancel or delay classes (but continue with other University operations) is typically made when we need to minimize car and pedestrian traffic on campus in order to clear roadways, walkways and parking lots.