2.9 College Operating Status Changes
During emergency situations or inclement weather events, Ithaca College may need to change its operating status to meet the needs of the campus community. A change in the college’s operating status is determined by key college officials in the event of inclement weather, fire, flood, power failure, or any other cause beyond the control of the administration.
Weather conditions, no matter how extreme, normally will not close the College when classes are in session. The College has established an Emergency Operating Status Hotline, (607) 274-1495, which may be called to find out essential information. The College will also make announcements via the Emergency Notification System (ENS) and the local media regarding any change in normal operations. Classes or specific activities may be delayed or canceled without an official closing. Employees will be expected to work their normal hours unless otherwise stated in communications to the campus community about the college operating status. However, there are times when the College is not officially closed, but when conditions make it appropriate for a supervisor to be flexible in allowing employees to depart from their normal schedules. Employees who miss time because of late arrival, early departure, or absence due to inclement weather or other special condition may choose to make up the time, use personal or vacation time, or have a reduced paycheck if there are no accruals to use.
If inclement weather or other emergency conditions occur between 8:30 a.m. and 5:00 p.m., a supervisor may not unilaterally decide to close a department. Sometimes law enforcement agencies request the College not release its employees until weather conditions improve or until highway workers have had an opportunity to clear roads. During a changed college operating status, certain employees ("essential" employees) need to remain on the job. Supervisors must obtain approval from the appropriate vice president and The Office of Human Resources before informing employees whether they are considered "essential" personnel.
2.9.1 College Operating Status Definitions
OPEN – NORMAL OPERATIONS
During an Open - Normal Operations status, all college activities, classes, and procedures are expected to proceed as scheduled.
Staff expected to attend work in-person are required to inform their supervisor if they are unable to report to work and will be required to use paid time away if unable to attend.
Faculty unable to host class as scheduled should advise their chair or dean and must follow one of the following plans of action:
- Arrange for a colleague to conduct the class
- Schedule a make-up class
- Provide other approved activities or assignments for students
Students are expected to attend class as scheduled unless otherwise notified by their professor.
OPEN – REMOTE OPERATIONS
Ithaca College will most often move to an Open - Remote Operations status in the case of an inclement weather event. This status is reserved for situations when weather makes it increasingly hazardous to drive to campus and/or facilities needs additional time to clear walkways and parking lots to ensure safer travel while on campus.
Essential Services and Work Expectations
During the Open – Remote Operations operating status, all essential in-person services remain open and essential staff supporting these services are expected to report to campus. This includes staff members in the following areas:
- Dining Services (options may be limited)
- Office of Facilities
- Office of Public Safety and Emergency Management
- Student Health Services
- Office of Residential Life Live-In Duty Staff
- Office of Mail Services
- Additional in-person services related to health and safety
Essential staff in the areas listed above are required to report to campus as normal. Many of these departments alternate the essential staff required to report to campus during each subsequent weather-related emergency. Essential employees should consult with their supervisors if they are unsure of their need to report to campus.
Non-Essential Services and Work Expectations
During the Open – Remote Operations operating status, all non-essential in-person services not listed above will be closed to in-person traffic unless otherwise specified. These services include, but may not be limited to:
- Ithaca College Library
- Fitness Center
- Athletics and Events Center Facilities
- IT Labs
- Practice Rooms and Performance Spaces
- Wellness Clinic
Any services that can be delivered in a remote format with remote staff can remain open. Staff whose basic job duties cannot be accomplished remotely will be compensated per the IC Compensation Program policy. All other staff who are able to complete job functions in a remote format are expected to work remotely. Staff who require special arrangements should contact their supervisor to discuss specific work arrangements or assignments.
Student Employees and Work Expectations
Student employees who work in pre-defined student essential roles may report to work if they are able, but are not required to report during the Open – Remote Operations operating status. These roles include:
- Dining Services
- Resident Assistants (RAs)
- Campus Center Information Desk
- Student Auxiliary Safety Patrol (SASP)
- Mail Services
All other student employees not listed in the categories above are not permitted to work on campus during this operating status.
Please note that students will not be compensated for missed work shifts; however, student employees whose work is able to be performed remotely may continue to do so with approved permission from their supervisor.
Classes and Events During Open
Remote Operations operating status, no in-person classes or extracurricular events and programs are permitted.
Faculty are expected to utilize the following options for their scheduled classes:
- Synchronous remote delivery during scheduled class time
- Asynchronous substitute or out of class assignments
- Rescheduling the class during a time when campus is open with normal operations
Faculty are expected to communicate class status with their students in a timely manner.
CLOSED OPERATING STATUS
Please note that Closed Operating Status is reserved for only the most extreme of weather events and emergencies and will be exceedingly rare. An example of a situation in which the college would utilize this status is a weather event that causes widespread power outages, such as an ice storm, that would make remote work impossible.
Essential Services and Work Expectations During Closed Operating Status, all essential in-person services remain open and essential staff supporting these services are expected to report to campus. This includes staff members in the following areas:
- Dining Services (options may be limited)
- Office of Facilities
- Office of Public Safety and Emergency Management
- Student Health Services
- Office of Residential Life Live-In Duty Staff
- Office of Mail Services (to support mail-order prescriptions)
- Additional in-person services related to health and safety
Essential staff in the areas listed above are required to report to campus as normal for their regularly scheduled hours during a Closed Operating Status, and may be asked to remain on campus beyond normal hours, until the weather emergency concludes. Many of these departments alternate the essential staff required to report to campus during each subsequent weather related emergency.
Essential employees should consult with their supervisors if they are unsure of their need to report to campus.
Non-Essential Services, Student Employees, and General Employee Work Expectations
All other employees not listed in the categories outlined above are not to report to campus and should not complete work during a Closed Operating sStatus. Please note that this also includes all student employees.
Classes and Events
During the Closed Operating Status all classes and extracurricular activities and events are cancelled.
DELAYED OPENING
Ithaca College would most often utilize the Delayed Opening operating status in a situation where a significant weather event occurs overnight, but ends early enough to allow on-campus walkways and parking lots to be cleared and roadways to become less hazardous in time for the college to resume operations at a specific time during the day.
In a Delayed Opening operating status, the college will begin the day in a Closed Status or Open – Remote Operation status until a pre-determined time when Open – Normal Operations can be resumed. The timing of such status changes will be communicated with the campus community in a timely manner.
Work Expectations
Employees should refer to the information outlined above regarding their individual work status and expectations if the college is to experience a Delayed Opening operating status.
Classes
Given the significant challenges a mid-day change in operating status can impose on course delivery, faculty have discretion as to how to proceed. If the college begins the day in an Open – Remote Operations status faculty should refer to the options outlined above for their course delivery.
Once Open – Normal Operations status resumes, faculty are encouraged to use their discretion with the following options:
- Hold in-person classes as scheduled
- Hold classes in synchronous remote format during scheduled class time
- Offer asynchronous alternative class assignments and/or activities to replace missed hours of student learning
- Reschedule class for another time
Faculty must notify students regarding class status in a timely manner.
2.9.2 How the Decision to modify the College’s operating status is made
The Provost & Senior Vice-President for Academic Affairs along with the Vice-President for Student Affairs and Campus Life, in conjunction with the appropriate staff from the College Emergency Response Team (CERT), make the decision to determine the College’s operations during any emergency situation or inclement weather conditions. They will consider the impact on students and employees in making their decision.
The same administrators will be consulted in deciding when to reopen the College.
2.9.3 COLLEGE OPERATING STATUS ANNOUNCEMENTS
When college operating status is changed due to any emergency situation or inclement weather conditions,, the Assistant Director of Emergency Preparedness & Response will instruct the Office of College Communications to make arrangements to announce the closing via the Emergency Operating Hotline, the ENS, and over local radio and television stations. (See section 2.9.1 for types of changes in operating status that might be announced.) Whenever possible, the announcement will be made prior to 6:00 a.m. for the first and second shift and by 9:00 p.m. for third shift if the College will close due to inclement weather conditions.