March 6, 1995 Revised October 16, 2000 Revised September 4, 2007 Revised March 10, 2008January 10, 2011September 10, 2019
The purpose of this document is to establish an inclement weather policy for Indiana University of Pennsylvania (IUP).
This policy applies to all IUP employees and is consistent with PASSHE policies and procedures. (See Management Directive 530.17 Amended, May 25, 2010)
The objective of this policy is to establish guidelines by which decisions will be made to cancel classes, to close the university and/or to cancel or postpone IUP-sponsored or hosted activities or events
during inclement weather conditions.
Indiana University of Pennsylvania (IUP) is committed to the safety and security of its students, faculty, staff, and visitors. As such, the decision to cancel classes, close the university, and/or cancel or postpone IUP-sponsored programs or activities
is based on the overall concern for the safety and security of the university community. In general, however, IUP’s practice is to remain open and to conduct business as usual during periods of inclement weather, except as noted in this policy statement.
Unless otherwise directed, all employees are expected to report to work at their regular time and to remain at work throughout the course of their regularly scheduled workday. If an employee believes she/he cannot commute safely between his/her home
and place of work during periods of inclement weather, the employee is required to notify his/her supervisor and use either annual, personal or documented compensatory leave time. Appropriate notifications will be made about the status of cancellations
Should inclement weather conditions arise or be anticipated that would make class attendance unsafe, the president may elect to cancel classes for a defined period of time. If so, students and faculty with on-campus instructional assignments are not required
to report to campus and they may leave the university at the designated time. Faculty members with teaching responsibilities are expected to make up time for canceled classes. IUP students engaged in internships, clinicals, student teaching, etc.
at off-campus locations should follow local site guidance from the organization, agency, or school district. Specific exemptions may be made for regional campuses and off-campus sites. Staff, managers, administrators and non-instructional faculty are expected to report to, or stay at, work for the duration of their regular shift in this situation.
Should inclement weather conditions arise or be anticipated that would make it unsafe to continue the non-essential operations of the university, the president may elect to close the university (i.e., cancel all classes and suspend all non-essential operations).
For a declaration of university closure, all employees who have not been specifically designated as “essential” are released from their duties. The declaration of university closure will include the date and time the university schedule is altered
and the date and time it resumes normal hours. When the university reopens, employees are to report at the beginning of their next regularly scheduled shifts.
Should adverse weather conditions arise or be anticipated that would make it unsafe to conduct an IUP-sponsored or hosted activity or event, the president may cancel or postpone the activity or event.
The IWAT will assess the nature, the severity and the anticipated recovery of the university due to the potential inclement weather and advise the vice president for Administration and Finance of its findings.
The vice president for Administration and Finance will convene the Executive Team to discuss the potential inclement weather and prepare advice for the president.
The president (or his/her designee) will make the decision to cancel classes, close the university and/or cancel or postpone IUP-sponsored or hosted activities or events.
The IWAT will implement the decision of the president.
This policy should be included in the following publications:
Approved at Cabinet: September 4, 2007 Revised and Approved at Cabinet: March 10, 2008 Revised (unapproved) November 13, 2010 Revised (unapproved) December 6, 2010 Revised (unapproved) January 10, 2011 Revision (approved) February
2, 2011 Revision (approved) June 23, 2011 Revision (approved) November 15, 2011 Revisions January 25, 2013 (addition of the web emergency information button and status page)Revisions (unapproved) September 10, 2019Revisions
(unapproved) February 28, 2020
In the event of potential or current inclement weather, the threat or presence of severe weather or natural disasters such as earthquakes, tornadoes, floods, or threats to the university’s physical plant (fires, building collapse, chemical contamination),
the director of Public Safety will convene the Inclement Weather Advisory Team (IWAT) to discuss the potential impact to the university community and planned activities or events. The IWAT will quickly prepare a recommendation for action based
on the best information available regarding the potential inclement weather or other factors as noted above. The IWAT will be charged with bringing information about the threat of inclement weather or other environmental factors as noted above, along
with their recommendation, for action to the attention of the vice president for Administration and Finance, who then is responsible for calling and informing the president’s Executive Team. The president will make the final decision regarding the
action to be taken. The IWAT is responsible for implementing the decision of the president.
In the event of natural disasters or environmental conditions that occur without warning, the IWAT will meet as soon as possible following the occurrence to make recommendations for action, as outlined above in the General Process section. Recommendations
will be based on the overall concern for safety and security of the university’s students, faculty, staff, visitors, and its facilities.
The president of the university has the authority to cancel classes due to inclement weather conditions or other environmental factors that may jeopardize the safety of the students traveling to or from the university. Staff, managers, administrators,
and non-instructional faculty are expected to report to, or stay at, work for the duration of their regular shift in this situation. For personal safety reasons, employees may choose not to report to work or to depart early from work, but
must use available leave and follow departmental practices for reporting.
Cancellation of classes does not necessarily mean that the university is closed. Any class cancellations will apply to all university locations unless otherwise specified. Teaching faculty members will be expected to make up time for canceled classes.
Class cancellation does not imply that there is no class assignment for that day. Students are instructed to check D2L and their university email for readings or assignments that can be completed through electronic means. While faculty may make up
lost class time as they choose, they are encouraged to provide alternate online assignments. Such assignments should be posted by 10:00 a.m. on days when classes are canceled due to severe weather conditions.
The president has the authority to close the university due to inclement weather conditions or other environmental factors that may jeopardize the safety of the persons traveling to or from the university. Only employees designated by their vice president
as Essential Employees will be required to report to work. Employees so designated are notified
in writing from the Office of Human Resources prior to the winter season of each year. Essential Employees who do not report to work when the university is declared closed will be charged annual or personal leave and are required to submit leave documents.
The president has the authority to cancel or postpone IUP-sponsored or hosted activities or events due to inclement weather conditions or other environmental factors that may jeopardize the safety of patrons traveling to or from the event. If a decision
is made to cancel or postpone the activity or event, the vice president of the sponsoring division will assume responsibility for notifying activity or event participants of the cancellation or postponement in an appropriate and timely manner.
Beginning with each October, and every month thereafter through March, the Office of Human Resources will issue an Inclement Weather/Environmental Factors Reminder to all employees via email. The office will also post the reminder at the Human Resources website.
The Inclement Weather Policy and Procedure will be provided to new employees during the new employee orientation.
The director of Public Safety is charged with recognizing inclement weather or other environmental factors that have the potential of disrupting the normal course of business at the university. She/he will convene the IWAT.
The IWAT will meet as soon as possible to discuss the potential threat to the university community’s safety. The IWAT will gather information sufficient to form a recommendation for action. The IWAT will deliver its recommendation to the vice president
for Administration and Finance.
The vice president for Administration and Finance will consult with the president’s Executive Team and, together, will make a recommendation to the president.
The president will decide which course of action to take with regard to canceling classes or closing the university, and/or canceling or postponing IUP-sponsored or hosted activities or events in the event of inclement weather or other environmental factors.
The vice president for Administration and Finance will advise the IWAT of the president’s decision and instruct the IWAT to implement the president’s order using the Inclement Weather/Environmental Factors Communication Plan (below) and other appropriate
The executive director of Media Relations will provide leadership for consistent information for the IUP website and for the emergency messaging system (text message, voice mail, email). The executive director of Media Relations will relay this information
to appropriate media and record messaging on the IUP Information Line.
If a decision is made to cancel or postpone an activity or event, the vice president of the sponsoring division will assume responsibility for notifying activity or event participants and the Division of Marketing and Communications at 724-357-3062 or
email firstname.lastname@example.org, email@example.com, firstname.lastname@example.org and email@example.com of the cancellation or postponement in an appropriate and timely manner.
Once the vice president for Administration and Finance advises the IWAT of the president’s decision, the following communication plan will be activated.
Duties of the Division of Marketing and Communications:
The executive director of Media Relations will text or email an updated message to the director of Digital Strategy for posting on the IUP website and will text this message to the designed IT person to send out the message to all subscribers via
Everbridge and Alertus. IT will use Everbridge to communicate through the following channels: text message, voice call, email, IUP social media channels (Twitter and Facebook) and through Alertus to be displayed on university-owned computers in
university labs and classrooms. When classes are canceled, the message will remind employees that they are required to work during that period of cancellation. The message will encourage all employees to use their best judgment in traveling and
to check the website for updated information.
The cancellation or closure message will also be posted to MyIUP, and IUP Now (as possible). Information about specific event cancellation or postponements will also be posted to the website and these sites.
For clarity, the following statements may be provided, e.g.:
“Classes are canceled. Students should check D2L and their university email for alternate online assignments. All offices are open. Staff are expected to report as scheduled.”
“The university is closed. Students should check D2L and their university email for alternate online assignments. All offices are closed except for essential services. Essential employees should report as scheduled.”
In order to be as clear and consistent as possible, the following uniform statements will be used in case of inclement weather messages: