Complete Policy
Title: |
Storm Emergency
Policy and Procedures |
Policy Number (if applicable): |
n/a |
Approved by: |
Provost and Vice-President
(Academic) |
Date of Most Recent Approval: |
November 2006 |
Revision Date(s): |
November
1997, December 2001, December 2004, November
2006 |
Position Responsible
for Developing
and Maintaining the Policy: |
Vice-President
(Administration) |
Contact Department: |
Vice-President (Administration) |
DISCLAIMER: |
If there is
a discrepancy between this electronic policy and the written copy held
by the Policy owner, the written copy prevails. |
STORM EMERGENCY POLICY AND PROCEDURES
The University will "close" because of severe
winter weather when normal operation would pose a danger to students, staff
and faculty (including Mohawk students at the Institute for Applied Health
Sciences) while on campus or would prevent large numbers of them from coming
to campus or returning safely to their homes.
When the University is "closed":
- classes are not held
- meetings and other scheduled events are cancelled
- all areas and operations not defined as "essential" are closed
- examinations are cancelled and rescheduled
- deadlines for student assignments and other submissions due
on a "closed" day are postponed until the same hour on the next academic day
on which the University is not "closed"
- deadlines for job applications and other employment requirements
are postponed to the same time on the next business day on which the University
is not "closed".
Morning Closure (Monday through Friday)
When a decision is made to close the University
in the early morning, the duration of the closing will be specified. In the
event that the duration of the closure is only until 12:00 noon, any subsequent
decision to extend the closure for the balance of the day and evening will
be made and communicated by 11:00 a.m. In the event of a closure for less
than a full academic/business day, only those events, shifts, or activities
scheduled to commence after the re-opening time will proceed as scheduled.
Procedure
Every effort will be made to confirm a closing
by 5:30 a.m. When the closing decision has been made, Public Relations is
responsible to do the following things:
- Notify local radio stations and other media that "McMaster
University is closed and classes are cancelled," including the anticipated
length of the closure if other than one full day
- Notify Telecommunications, who will make the announcement on
the recording that answers the University's main telephone numbers.
- Post the announcement on McMaster University's home page on
the web.
- Notify the Director of Physical Plant.
The Director of Public and Government Relations
(or delegate) will notify the following people of the decision:
- Media
- Provost and Vice-President (Academic)
- Dean & Vice-President (Health Sciences)
- Vice-President (Research & International Affairs)
- Vice-President (Administration)
- Vice-President (University Advancement)
- Manager of Telecommunications
- Executive Assistant to the President
- Associate Vice-President (Student Affairs) & Dean of Students
- Associate Vice-President (Academic)
- Assistant Vice-President, Human Resources
- Director, Security and Parking Services
- University Planner/Grounds
- Director, McMaster Children's Centre
- President & Dean, Divinity College
Individual departments may arrange for staff to
be telephoned, but the University has no obligation to telephone staff to
notify them that the University is "closed". Individual staff, faculty and
students are responsible for checking local radio stations or the University
website www.mcmaster.ca on stormy days. If there is
no specific announcement about McMaster University, the University remains
open. Staff, faculty and students are advised not to overload the telephone
system by calling the University for information about a storm closing. Printed
copies of the procedure are available upon request from the Office of Public
Relations.
Decision to Close
If Hamilton is affected by a major storm, the Provost,
or in her/his absence, the Vice-President, Administration or in her/his absence
the Associate Vice-President (Academic), in consultation with the Director,
Security and Parking Services, will make the decision to close the University
and notify the Director of Public and Government Relations.
In the absence of a communicated decision to
close, the University remains open and all activities continue as planned.
At all times, individuals should assess their personal safety in
deciding about whether to come to work or class.
Staff, other than those employed in "essential
services", as defined in this policy, are not expected to be at work, but
are paid for a normal day. "Staff", for the purposes of this policy, includes
all employees other than management and faculty.
Communication
Media that can be expected to carry announcements
concerning closings include:
Hamilton | -OLDIES 1150 am/K LITE 102.9 fm |
| -CHAM 820 am |
| -CHML 900 am/Y108 107.9 fm |
| -CFMU 93.3 fm |
| -WAVE 94.7 fm |
| -CHTV |
In addition, CFMU 93.3 fm will provide more detailed
information. This information will also be communicated via the University's
website (http://dailynews.mcmaster.ca).
No one other than Public Relations is authorized
to call the media about the closing of McMaster University, and local radio
and TV have been asked not to pay attention to other calls.
Interpretation
Delegation
Directors and others mentioned in this procedure
may name a delegate or alternate to take action in their stead. Public Relations
will maintain a current list of individuals to be consulted or notified about
closings, with telephone numbers. When a decision by the Provost is required
and the Provost is not available, the decision shall be made by the Vice-President
(Administration) or the Associate Vice-President (Academic).
Essential Services
Even when the University is "closed", it is home
for some 3,000 people, chiefly students in residence, and some services must
be maintained for their care and for the protection of life and property.
The following operations are defined as "essential
services" to be kept in operation even when the University is "closed":
- Security Services
- Food service in the residences, as designated by Hospitality Services
- CAF
- Housing & Conference Services
- Staff providing patient care
- Powerhouse
- Nuclear Reactor & related Health Physics services
- Snow Removal (grounds crew)
- Emergency repair and maintenance
- Telecommunications
Staff to provide essential services will be so
designated by the department heads (or delegates) responsible for those services.
Staff in these areas not designated "essential" are not covered by this designation.
Department heads are responsible for assigning duties to be carried out and
making reasonable arrangements for the protection of essential staff. Department
heads will take into account individuals' needs in assigning duties for "essential
services".
No department can designate any other services
as "essential" or require staff to work during a "closed" period without approval
from the Provost.
Classes
Classes will not be held during "closed" periods,
and assignment deadlines occurring on a "closed" day will be extended to the
same time on the next academic day.
Staff Payment on "Closed" Days
Unless stated differently in an applicable collective
agreement, staff are paid for scheduled time during which the University is
"closed", regardless of whether they are at work or not. Staff who are required
to work providing essential services during a "closed" period are entitled
to equivalent time off at a later date at straight time rates.
A staff member who is on vacation, sick leave
or unpaid leave, or who is not scheduled to work on a day when the University
is "closed" is not entitled to equivalent time off later. In the event of
a closure until noon, employees scheduled for work commencing prior to noon
are not expected to come in for any portion of their shift after noon.
Staff who come to work and find out on arrival
that the University is "closed" may leave if they wish. In the event that
there is no productive work to be accomplished, staff may be sent home at
the discretion of their supervisor. In making such a decision, a supervisor
will take into account the provisions of the Persons Working Alone Policy
contained in the Risk Management Manual #304. Pertinent excerpts from
this policy are listed in Appendix B. The full policy can be found at the
following web link: http://www.workingatmcmaster.ca/link.php?link=eohss:RMM%20304%20Persons%20Working%20Alone%20Policy
Staff who come to work and work a portion of their scheduled work day are
entitled to time off at a later date at straight time rates equal to the amount
of time actually worked.
Daytime Closing
The University will "close" after classes and business
hours have started for the day only in extreme circumstances.
A decision to close during the day will be made
by the Provost.
A decision to close during the day will specify
whether the closing is "immediate" or at a stated hour. Unless otherwise
specified, the closing continues from that hour until the beginning of work
on the next day. A class or examination that would continue past the specified
closing hour is cancelled in its entirety.
The Zone 1 entrance/exit and the Stearn Drive/Forsyth
St. exit will be opened to allow for more timely and efficient exiting from
campus.
When such a decision is made, it will be communicated
as follows:
"At [the designated hour], staff and faculty (except
those carrying out essential services) are entitled to leave for home, without
loss of pay. Department heads have discretion to permit staff and faculty
to leave sooner." Faculty and Administrative Units will be responsible for
this communication.
Closing Outside Normal Business Hours
Any closing that involves the cancellation of
evening classes will be determined during the working day according to the
procedure described above.
If weather conditions justify closing the campus
during late evening, so that any night shift staff are not required to come
to work, the decision will be made by the Provost, in consultation with the
Director of Security and Parking Services, who will notify the Director of
Public and Government Relations. The Director of Public and Government Relations
will initiate the appropriate communication procedure. Such a closing is
effective until the next morning, by which time a decision will be made whether
the University will be closed for any portion of the following day.
If weather conditions justify the closing of the
campus on a Saturday, Sunday or holiday, the Provost in consultation with
the Director of Security and Parking Services (or delegate) will notify the
Director of Public and Government Relations, who will announce this decision.
Security Services will also notify a designated
person in each department that is known to have activities scheduled or staff
on duty.
Any department (such as the Library) that has
scheduled activities, or staff scheduled for duty overnight or on a weekend
day or holiday, is responsible for notifying Security Services of an emergency
contact person. Such a department is also responsible for maintaining its
own plan for notifying staff of a closing, when the decision is made to close
the campus. The principles set out in this procedure regarding payment of
staff will apply.
Non-Closure
Weather conditions can sometimes be intimidating
even though the University remains open when School Boards have closed. Staff
who live at some distance from the campus can be particularly affected.
Consistent with any applicable collective agreement, time not worked due to
storm conditions, but when the University is open, will be accounted for through
vacation time, accumulated time, personal leave day, emergency unpaid leave
day via Employment Standards or flexible working hours or flexible work scheduling
arrangements.
Emergency Procedures to Assist Those Stranded
on Campus
- As soon as a storm emergency situation
has been declared, the Director of Housing and Conference Services will
be informed by the Office of the Associate Vice-President (Student Affairs)
as designated in the communication telephone tree outlined in Appendix A
and the 24 hour Housing and Conference Service Centre, Commons Building
Lobby (ext. 27222) will become the central point from which assistance will
be rendered to those stranded on campus.
- The Director of Housing and Conference
Services:
- Will have available a Residence Manager and a group of residence students
selected to assist in this procedure.
- Will
communicate with Hospitality Services to ensure that food needs are met for
those who are stranded.
- Will
arrange, through the McMaster Students' Union to make available limited makeshift
accommodation in the Student Centre.
- Will
make available beds and appropriate temporary facilities for men and women
in Hedden Hall and advise the University's switchboard of her/his action.
- Will make available facilities for any stranded individual who has a particular
health or physical problem.
- The Security Services Department will
check all buildings for stranded people and will advise them to communicate
with Housing and Conference Services Centre (ext. 27222) for assistance.
- The switchboard (dial 0) and the Security
Dispatcher will have information available as to the location for stranded
people. Any particular problem should be directed to the Housing and Conference
Service Centre (ext. 27222).
Other Situations
This procedure can also be used if the University
must be closed for reasons unrelated to weather, such as utilities failure.
However, this procedure does not apply to the closing of only a part of the
campus because of storm damage or unsafe conditions in one area. That situation
is governed by the existing policy on "Emergencies".
APPENDIX A
- Director of Public and Government Relations (or delegate)
notifies the following upon a decision to close:
- Media
- Provost and Vice-President (Academic)
- Dean & Vice-President (Health Sciences)
- Vice-President (Research & International Affairs)
- Vice-President (Administration)
- Vice-President (University Advancement)
- Manager of Telecommunications
- Executive Assistant to the President
- Associate Vice-President (Student Affairs) & Dean of Students
- Associate Vice-President (Academic)
- Assistant Vice-President, Human Resources
- Director, Security and Parking Services
- University Planner/Grounds
- Director, McMaster Children's Centre
- President & Dean, Divinity College
- Communication continues from Column 1 to 2 and from
Column 2 to 3.
Column
1 |
Column 2 |
Column
3 |
Provost and VP
(Academic) |
·Deans of Faculties, except Health Sciences
(or in their absence Associate Deans)
·Dean, Graduate Studies
·Registrar
·Museum of Art
·AVP (Academic)
·University Librarian and Director,
Health Sciences Library |
·Departments, Schools and Programmes
·Centre for Leadership in Learning
·Learning Technologies Resource
Centre
·Arts & Science Program
·Indigenous Studies
·Centre for Continuing Education
|
Dean & VP
(Health Sciences) |
All Faculty of
Health Sciences schools, departments, programs, centres, and affiliates
and appropriate hospital counterparts as per its internal call list |
|
VP (Research
& International Affairs) |
·Research Services
·Office of International Affairs
·Nuclear Reactor
·Institutes, Centres
·Research Contracts & Intellectual
Property |
|
VP (Administration)
|
·AVP (Administration)
·Chief Information Officer
·Internal Audit
·AVP (Human Resources) |
·Financial Services
·Planning & Analysis
·Purchasing Resources
·Treasury Operations
·Media Production Services
|
VP University
Advancement |
·Alumni & Advancement |
|
AVP (Student
Affairs) |
·Athletics & Recreation
·Bookstore
·Career Services
·Centre for Student Development
·First Year Experience Office
·Graduate Students Association
·Hospitality Services
·Housing and Conference Services
·International Students' Advisor
·McMaster Assoc. of Part-Time
Students
·McMaster Students Union
·Student Affairs Business Office
·Student Financial Aid &
Schps.
·Campus Health |
·Inter-Residence Council |
President's Office
|
·Dir., Human Rights & Equity Services
·University Secretary
|
|
APPENDIX B
PERTINENT EXCERPTS
PERSONS WORKING ALONE POLICY
1 PURPOSE
1.1 To ensure as far as is reasonably
possible, the health and safety of staff, faculty, students, and volunteers
with regard to the risks arising from or connected with work being conducted
on behalf of the University by ensuring that:
- Regulatory restrictions
prohibiting individuals from working alone are known and observed.
- Working alone situations
are identified and assessed jointly by supervisors and the person working
alone.
- Standard Operating
Procedures (SOP) are developed as warranted by an assessment of the risk associated
with the Work Alone situation under review.
- Training and instruction
is provided to all individuals covered by a Working Alone SOP.
1.2
To ensure compliance
with the Occupational Health and Safety and other Regulations, Statues and
Codes pertaining to the safety of persons working alone. (See Appendix A and
Working Alone Regulatory Restrictions Page 4. Section 6.)
2 SCOPE
2.1 All faculty, staff, students and
volunteers who work alone.
5 RESPONSIBILITIES
5.1 Role of Supervisor:
5.1.1 Assessment: The supervisor shall
evaluate work assignments on a case-by-case basis, considering the following
criteria:
- is there a regulation, code
or existing policy that prohibits a person from working alone on the task
being assessed.
- tasks and associated hazards
involved in the work being assessed; consequences resulting from a worse case scenario;
- possibility that an injury
or incident could prevent the employee from calling from or leaving the area;
- personal safety issues for
individuals working alone after regular working hours:
- potential for other people
to be in the area if emergency assistance is required;
- emergency response time;
- security of the work area;
- employees / students training
and experience and
- physical disabilities or medical
conditions.
5.1.2 Standard Operating Procedures (SOP's):
If, after consultation with the involved individual (s), it is decided that
they can work alone safely under controlled conditions, the supervisor shall
provide a Standard Operating Procedure that includes but shall not be limited
to the following:
- identification of the individual
(s) and work location;
- identification of the possible
risks that may arise out of or in connection with the work to be performed;
- the required communications
system i.e. radio, telephone, buddy system etc.;
- the procedures to eliminate
or minimize the identified risks;
- details of how emergency assistance
will be obtained in the event of an injury or incident which may endanger
the health and safety of the person working alone;
- registering the SOP with the
Department Chair or Director and the JHSC for worker related SOP's.
- maintaining a copy of the SOP
on file and updating procedures as necessary.
5.3 Role of Worker
/ Student / Volunteer:
The Worker / Student / Volunteer shall:
- participate in the evaluation
of the risks associated with tasks which involve persons working alone;
- follow the procedures outlined
in any Standard Operating Procedure implemented for their protection.
6 REGULATORY RESTRICTIONS
6.1 Working Alone is prohibited when working:
- in a confined space entry (
O. Reg. 851 RRO, 1990, Section 69 F and McMaster University's Confined Space
Entry Program);
- on live electrical installations,
equipment, or conductor operating at a nominal voltage of 300 volts or more,
except while testing equipment or trouble shooting (O. Reg.851 for Industrial
Establishments, Section 42.1);
- on electrical transmission
systems or outdoor distribution systems rated at more than 750 volts (See
O. Reg.851 Section 42.2, Industrial Establishments); in trenches (O Reg. 213
Section 225);
- on a portable ladder that exceeds
6 metres in length and is not securely fastened or work with a ladder that
is likely to be endangered by traffic;
- on suspended scaffolds or when
using fall arrest equipment;
- McMaster University
Risk Management Manual RMM # 304 Title: Persons Working Alone Date: Dec. 2002
Page: 5 of 10
with quick-acting highly toxic
material as described by the Material Safety Data Sheet e.g. inorganic cyanides,
fumigants etc.;
- requires the use of supplied
air respiratory equipment or self- contained breathing apparatus (CSA Standard
Z94.4-93 Sections 9.3.3, 9.3.4.);
- places a person at risk of
drowning (O. Reg. 213 Section 27: O. Reg. 851, Section 86));
- where the operator of a vehicle,
crane, mobile equipment, or other similar material handling equipment does
not have a full view of the intended path of travel (O. Reg.851, Section 56);
- where a vehicle, crane or similar
equipment is operated in a location where the vehicle or its load could come
into contact with a live power line;
- involves welding operations
where a fire watcher is required as per the current CSA Standard W117.2-94
for Safety in Welding, Cutting and Allied Processes and
- under all conditions that based on the risk assessment conducted
by the supervisor in consultation with the worker, JHSC representative(s)
and a representative from the Risk Management Group, are deemed to require
more than one person.
McMaster University Risk Management Manual RMM # 304
Persons Working Alone Policy, dated Dec 2002
Risk Management Support Group
Approved by Karen Belaire Vice President, Administration
Authorized by Dr. Peter George President and Vice-Chancellor
|