Facilities Departmental Practice:
PROCEDURES
Context
1. These procedures are intended to ensure timely processes are in place when campuses or areas of campuses are subjected to unscheduled closures due to hazardous conditions, failure of building services, or unusually adverse weather conditions.
2. The University, an individual campus, or a portion of a campus may not be opened or may close early. Some or all teaching and work environments may be impacted by unscheduled closures.
3. KPU is committed to offer classes and maintain normal services and operations unless there is a critical failure of building systems, unusually adverse conditions, other hazardous situations or situations that require closure of the campus.
4. The decision for an unscheduled closure will be based on information gathering and evaluation with the appropriate Executive members.
5. KPU will communicate with its community if a closure is required; subsequent to any closures, students will be notified if any exam or class rescheduling is required.
6. KPU will undertake all measures necessary to return campuses to full operation as quickly as possible.
7. On an annual basis, employees will be notified of the communication plan for unscheduled closures and adverse weather conditions and the expectations of employees regarding reporting to work.
Planning and Preparation
The Director, Maintenance & Operations or designate will develop and annually review an overall Action Plan and Campus Specific Action Plan. To maintain effective response, the plan will ensure:
1. Emergency contact information is current for personnel and contractors.
2. Adequate levels of supplies are in stock; equipment is in proper working order; and caution signage protocol is in place for the following:
a. Building or Mechanical System failures
b Snow Removal (shovels, ice melt, brooms, mechanical equipment)
c. Flood Intervention (mops, Shop Vac’s/ pumps, dryers and fans)
d. Power Outage (flashlights, back up communications)
3. Staffing levels are maintained and additional staff (auxiliaries) are advised as required, in the event of call-in (ie: day, evening, night, weekend, early/late shifts). Employees are advised of early start times as may be required.
4. External contractors are advised that their services may be required and when (ie: snow removal / sanding); after hours contact information is reconfirmed.
5. A priority snow removal plan is developed for both walkways and parking lots and communicated, including:
a. After hours Facilities call out procedures in the event of deteriorating conditions and predicted additional snow fall.
b. priority of areas where snow / ice is to be removed, including entrances/exits, main walkways, disabled, fire lanes, service ways, and parking areas.
6. Incident reports and daily logs are maintained including:
a. any reported injuries due to weather conditions (slips, falls, etc.)
b. staffing levels
c. services provided by external contractors
d. areas of work performed and description of preventative measures taken
e. weather conditions
f. temperatures
g. time and date
h. other communication received or direction provided.
7. An annual review is conducted every September by the Director, Maintenance & Operations to
a. review the current Action Plan and make revisions as required.
b. ensure supplies are adequate.- minimum of one week supply of ice melt pallets to be held in inventory.
c. ensure contractors are notified
8. The Manager, Operations and Facilities Supervisors review the respective campus action plan with their employees.
9. The Executive Director, Facilities and the Director, Marketing and Communications will annually review and update their department response and communications plans.
10.The Executive Director, Facilities or designate meets with the Vice President Finance and Administration to review the action plan.
11. The Director, Marketing and Communications or designate advises the University community of the process and communication systems that will be used in the event of a campus/ university closure and where they will find updates.
12. Any revisions to the existing action plan are implemented prior to the end of October.
Response to a Potential Closure
1. The Manager, Facilities Operations or designate will report to the Executive Director, Facilities or designate any internal/external conditions that may result in an unscheduled closure of campuses, a campus, or a portion of a campus.
2. The Executive Director, Facilities will determine the seriousness of the condition by evaluating information provided from:
a. Director, Maintenance & Operations or designate
b. emergency response reports
c. weather reports/forecasts, road reports
d. other appropriate authorities and/ or building service contractors.
3. Based on that analysis, the Executive Director, Facilities will advise the Vice President, Finance & Administration or designate, with recommendation(s), if a campus or portion thereof should not be opened or if early closure is warranted.
4. The Vice President, Finance & Administration will determine if the university /campus should be closed early or not be opened and will so advise the President, Vice Presidents, and Executive Director, Facilities.
5. When campus areas are deemed safe for access but a decision to cancel all or a portion of classes may be required, the Vice President, Finance & Administration will consult with the President or designate. The decision to cancel classes or a portion of classes will be made by the President. The Vice President, Finance & Administration will inform the Vice President Academic & Provost, who will inform the appropriate Deans.
6. In the event of adverse weather conditions, if a decision is made not to open the University, or a campus, every effort will be made to make this decision by 6:00am. If a decision is made to cancel evening classes every effort will be made to reach this decision by 3:00pm.
7. For communication in the event of a campus closure prior to operating hours,
a. the Executive Director, Facilities will advise the Director, Marketing and Communications
b. the Director, Marketing and Communications will update the website, and notify local media.
c. the Director, Maintenance & Operations will update the KPU phone message, post a Noticeboard message, and arrange for posted notices on campus entrances.
d. some departments and services may be called in to maintain the integrity of essential services and to prepare the campus(es) for return to operation.
8. For communication In the event of a closure during operating hours;
a. the Executive Director Facilities will advise the Director, Marketing and Communications
b. the Director, Marketing and Communications will update the website, and notify local media.
c. the Director, Maintenance & Operations will update the KPU phone message, post a Noticeboard message, and arrange for posted notices on campus entrances.
d. some departments and services may be required to continue total or partial operations to maintain the integrity and safety of essential services and return to operations.
9. Make up of missed classes, exams, or other teaching contact time will be coordinated through the appropriate program Dean or designate.