Inclement weather policy

Inclement Weather Policy

As a residential college committed to providing a liberal arts education, Gettysburg College will try to remain open and encourage its faculty and staff to report to work even during periods of inclement weather.  However, there may be times when weather conditions cause the College to delay the opening of College activities, to cancel classes and normal business hours, and/or to close the College early. 

Any employees or students who have concerns accessing any part of campus, parking lots or buildings due to snow or ice; please contact Public Safety and they will inform Facilities Service for assistance to address the concern

Academic and Co-curricular Activities Open:

  • Classes, lab and practices can be at discretion of faculty and coaches.
    • Departments and programs open with limited staffing and support, which includes Educational Technology (ET)
  • Moodle may be used to distribute assignments at faculty discretion
  • Supervisors may approve flex time or work from home for their non-emergency employees
  • Designated emergency personnel may be scheduled as needed by their Department Head
  • Student Support Areas open: Public Safety, Dining Services, CUB-Desk, Library, Health Services, and Facilities Services
  • Practices at coach's discretion

Delayed Opening/Early Dismissal:

  • Offices (non-student support) can be delayed by 2-hour
  • Classes, lab and practices can be at discretion of faculty and coaches.
  • Designated emergency personnel may be scheduled as needed by their Department Head
  • All Departments that do not provide direct student support will be closed until the posted time to open, and then all departments are required to be open even with minimum staffing and support, which includes Educational Technology (ET)
  • Student Support Areas open: Public Safety, Dining Services, CUB-Desk, Library, Health Services, and Facilities Services
  • Full-time and part-time support staff identified as emergency personnel who work when the College is officially closed, will receive a premium of 2.5 times their regular hourly pay for all hours worked.

Partial Closure:

  • ALL ADMINISTRATIVE OFFICES CLOSED and CLASSES, LABS, and PRACTICES ARE AT THE DISCRETION OF FACULTY AND COACHES
  • Designated emergency personnel may be scheduled as needed by their Department Head
  • Departments that do not provide direct student support will be closed
  • Student Support Areas open: Public Safety, Dining Services, CUB-Desk, Library, Health Services, and Facilities Services
  • Full-time and part-time support staff identified as emergency personnel who work when the College is officially closed, will receive a premium of 2.5 times their regular hourly pay for all hours worked.

Full Closure:

  • ALL CLASSES, LABS, and PRACTICES ARE CANCELED FOR THE DAY
  • All departments are closed, except for designated emergency personnel
  • Designated emergency personnel may be scheduled as needed by their Department Head
  • No Student Support Areas open: Public Safety, Dining Services, CUB-Desk, Library, Health Services, and Facilities Services
  • Full-time and part-time support staff identified as emergency personnel who work when the College is officially closed, will receive a premium of 2.5 times their regular hourly pay for all hours worked. 

Evacuation:

  • Designated emergency personnel may be scheduled as needed by their Department Head
  • No Student Support Areas open
  • Evacuation Shelter is open

Inclement Weather Notification

When adverse weather conditions lead to a delayed opening and/or cancellation of classes and offices at Gettysburg College, information will be provided through a variety of sources.

Campus Communications will be updated in the following order:

  • An all-campus email will be sent
  • A message will be posted on the College's home page as the first news item and to social media
  • A message will be posted on the College's phone number 717.337.6896
  • An all-campus voicemail message will be sent to College phones
  • If delayed or closed, traditional media outlets, such as TV and radio, will be notified
  • If the College delays opening or closes, the emergency mass notification system (EMNS) may be used in extreme situations where traditional communications are ineffective (e.g., power outage).

Employees are encouraged to check College communications first, because TV and radio often will not list specific details, especially when they are complicated.

Supervisors should communicate to their staff about college delays, closures, cancelations and how that may affect their work schedule.

The messages will be brief and will start by giving the status of the College by indicating one of five conditions: academic and co-curricular activities open, delayed opening, partial closure, full closure, or evacuation. The message will provide the criteria for each designation.

In some cases, there may be multiple messages needed: one for students, one for faculty, and one for administration and support staff. In these cases, specific information is provided to a particular campus group. 

Weather updates, impending forecasts and safety related information may be referred to by a link or suggested location such as the National Weather Service or the College website.

Emergency Personnel

Some administrative and support staff employees, due to the nature of their jobs, are identified as "emergency personnel" during times of inclement weather. Emergency personnel must be identified as such by supervisors. “Designated” emergency personnel are those employees who are specifically needed for certain situations, but not every situation.  Example:  Those employees with snow removal responsibilities would be designated for a snow event, where an employee with Information Technology responsibilities would not be designated for a snow event. 

Full-time and part-time support staff identified as emergency personnel who work when the College is officially closed, will receive a premium of 2.5 times their regular hourly pay for all hours worked.

Casual support staff identified as emergency personnel, who work when the College is officially closed, will receive a premium of 1.5 times their regular hourly pay for all hours worked.

Student employees required to work when the College is officially closed are eligible for pay at a time-and-a-half rate.

Flex Time:

During periods of inclement weather when the College remains open, supervisors will have the option of invoking flex time for employees. For purposes of this policy, flex time can be used as follows:

  • Supervisors may permit staff to modify their normal work schedule to accommodate weather situations by coming into work late and leaving early and making up the lost time. This should be done within the same week for non-exempt employees.
  • Support staff and administrative employees may choose to be paid for un-worked hours by using accrued sick or vacation leave.
  • With their supervisor’s approval, support staff employees may take the hours off without pay and without the need to make up those hours.

Interpretations:

Questions regarding flex time should be addressed to immediate supervisors.

Questions from faculty related to closings and/or delays should be directed to the Provost’s Office staff, ext. 6820 from any campus phone.

Questions from support staff and administrators related to these closings or delays should be directed to the Human Resources and Risk Management Office staff, ext. 6202 from any campus phone.

The Provost will make policy interpretations concerning the faculty. The Co-Directors of Human Resources and Risk Management will make policy interpretations concerning support, administrative, and student staff.

Classes and Other Academic Programming

If the College remains open during inclement weather, the decision to cancel classes is made by the individual faculty member. It is the responsibility of the faculty member to arrange for the notification of students. Individual faculty will also determine whether and when to reschedule cancelled classes and to notify students.

Tips and safety during a winter storm:

  • Listen to your radio, television, or NOAA Weather Radio for weather reports and emergency information.
  • Eat regularly and drink ample fluids, but avoid caffeine and alcohol.
  • Watch for signs of frostbite which may include loss of feeling in extremities.
  • Watch for signs of hypothermia. These include uncontrollable shivering, memory loss, disorientation, incoherence, slurred speech, drowsiness, and apparent exhaustion.
  • Drive only if it is absolutely necessary.
  • Dress for the weather: wear several layers of loose fitting, lightweight; warm clothing rather than one layer of heavy clothing. The outer garments should be tightly woven and water repellent.

Read the Federal Emergency Management Agency (FEMA) guidelines for weather preparedness