There may be unforeseen situations when department Deans and Directors may have to develop alternative plans to address circumstances that fall outside the general procedures provided in this email.

NANAIMO CAMPUS

The following procedures are to be used in the event that the Nanaimo campus must be closed or classes and activities cancelled, due to severe weather conditions.

1. Before a decision is made to cancel classes and or activities due to snow or severe weather conditions, the Executive Director of Infrastructure & Ancillary Services, or designate, will have monitored local weather stations, RCMP advisories and other weather and road information sources for reports.

2. The decision to close the campus or cancel classes and activities is that of the President, or designate, in consultation with the Executive Director of Infrastructure & Ancillary Services, or designate, and will be communicated to the Executive Director of Communications and Public Relations or designate.  The Executive Director of Communications and Public Relations or designate will then implement VIU’s communication protocols to the broader internal and external communities.

3. In situations where the Nanaimo campus is closed for snow or other severe weather conditions, campus closure will be considered in the following blocks:

   1. Daytime Classes and Activities - decision made by 6:00 am – employees  working on the Nanaimo Campus will not be required to report to work.
   • “Daytime” refers to any class or activity ending by 6:00 pm.
   2. Evening Classes and Activities- decision made by 2:00 pm
      • “Evening” refers to any class or activity starting at or after 6:00 pm.

4. If evening classes and activities are taking place on a day that daytime classes have been cancelled, these evening classes and activities will operate without support services.  These service areas include the Library, Cafeteria, Student Services and other service and support units.  Security will be on campus during snow or other severe weather closures. 

5. The Library Commons and Cafeteria seating will remain open during snow or severe weather closures.

Once a decision has been made to close the Nanaimo Campus the Director of the Development and Alumni Office and the Deans responsible for offsite Nanaimo programs and the Director of Milner Gardens and Woodlands, will be responsible for the closure of those facilities and communicating the closure to their employees and to the Executive Director of Communications and Public Relations or designate,

Media and Employee NOTIFICATION

1. When possible, once the decision is made to close the campus and cancel classes and activities, the Executive Director of Communications and Public Relations, or designate, will be notified, before 6:00 am, and will call all primary media outlets in the Region.  These outlets include, but are not limited to:
• Radio WAVE 102.3 FM – Nanaimo
• Radio WOLF 106.9 FM – Nanaimo
• Radio BEACH 88.5 FM – Parksville
• Radio CHLY 101.7 FM – Nanaimo
• Radio SUN 89.7 FM – Duncan
• Radio – The Peak 93.3 FM– Port Alberni
• Radio SUN 95.7 – Powell River
• A-Channel – Nanaimo
• CH TV News – Nanaimo
• CBC Radio – Victoria
  
  This list will be reviewed annually.

2. The Executive Director of Communications and Public Relations or designate will place a notice on the website and send an e-mail message to all employees and all those registered on the VIU emergency email listing.

3. A message communicating the closure will be placed on the Nanaimo switchboard.

There will be times when weather conditions change quickly and VIU’s ability to notify employees and students by 6:00 am will be impacted.

There will also be unforeseen circumstances when individual employees may not be able to commute to the campus due to weather conditions in the area in which they reside.  In these circumstances, employees must work through their Dean or Director, to make alternative arrangements if required.

On Campus Notification of CANCELLATION OF CLASSES and/or ACTIVITIES

1. Facilities Services will arrange to have signs posted on entrances to the Library, Bookstore, Theatre, and Welcome Centre advising the public that classes and services are closed.

2. All Deans and Directors will arrange to pass on information as quickly as possible to all classes and activities under their direction.  Deans and Directors will also attempt to ensure that those employees scheduled to work in the evening are informed.

3. A pre-recorded message will be left on the switchboard communicating the closure.

4. The closure procedures will be promoted clearly and frequently by the Executive Director of Communications and Public Relations.

REGIONAL CAMPUSES & CENTRES

1. The Regional Campus Principals or designate are responsible for determining closures or class cancellations on their own campuses and communicating with their employees.  All classes will be notified as to the situation and the Principals will also attempt to ensure that faculty and staff that are due to travel to their campuses are informed.  The President or designate, and Facilities Services will be notified of all campus closures.

As mentioned above there will be unforeseen situations when department Deans and Directors will have to develop alternative plans to address circumstances that fall outside the general guidance in these procedures. We thank you in advance or your cooperation in this regard.