01.01 We at Texas State are committed to the efficient procurement, maintenance, and transportation of equipment, apparatus, supplies and personnel; and the security and protection of all employees, students, and visitors. The following procedure contributes to the fulfillment of this policy.
01.02 Because of the potential for weather extremes, energy problems, utility emergencies and other crises, it may become necessary to close the Southwest Texas State University campus. Therefore, the objectives of this UPPS are as follows:
a. To identify the conditions which will cause the University to close the campus and/or an off-campus instructional site.
b. To establish the necessary authority for closing the campus and/or an off-campus instructional site.
c. To provide for dissemination of information related to closing the campus and/or an off-campus instructional site.
02.01 Severe weather conditions (on-campus)
a. The ranking or senior police officer on duty will immediately notify the Director of University Police and the Captain of Patrol Operations when severe weather conditions or reports indicate flooding, icing or snow that may lead to closing of the campus and/or an off-campus instructional site.
b. The Director of University Police, or his/her designee, will notify the Associate Vice President of Facilities of the need for emergency crews to take appropriate actions such as placing barricades at dangerous locations and spreading sand or other materials at dangerous intersections and on the entry/exit sidewalks and steps of all residence halls or other facilities from which faculty, staff and students will exit their place of residence, employment or classes in order to leave the campus.
c. The Director of University Police will notify the Vice President for Student Affairs (VPSA) of existing or imminent severe weather conditions which may necessitate closing the campus.
1) The Director of University Police will, if possible, make his/her recommendation on the day preceding the possible hazardous conditions or the relief of same. The VPSA will consult with Vice President for Academic Affairs, the Special Assistant to the President and others as necessary and inform the Director of University Police and Media Relations and Publications (MRP), as soon as possible, of the decision regarding closing of the campus.d. The Vice President for Student Affairs and the Vice President for Academic Affairs, after consultation with appropriate university officials, and initial distribution of the closing notification to campus and public media per section 02.04 of this policy, will notify, as quickly as possible, the appropriate colleges. The Special Assistant to the President will notify other members of the President’s Cabinet of the decision.
e. College deans will work with appropriate department chairs to inform faculty of the decision to cancel classes.
02.02 Severe weather conditions (off-campus locations)
a. The person identified by the Vice President for Academic Affairs as the administrative representative of the main campus of Texas State for each location of off-campus classes is responsible for tracking severe weather conditions or other emergency conditions and, after consulting with the Director of University Police, reporting same, with recommendations regarding closing of facilities or cancellation of classes, to the Vice President for Academic Affairs. The decision process will be consistent with section 02.01 d.02.03 Energy Curtailment
a. Although unlikely, the University could be forced to close due to regional utility emergencies such as loss or disruption of part of the electrical power grid or a major disruption to the natural gas supply. The Vice President for Finance and Support Services (VPFSS) will report an impending utility emergency to the President. After consultation with the President’s Cabinet, if the decision is made to close the University, or any part thereof, the VPFSS will report such decision to all members of the Cabinet.
b. The Vice President for University Advancement (VPUA), through the Office of MRP will ensure the appropriate notifications as indicated in section 02.04 of this policy.
c. Each vice president is responsible for providing instructions to personnel in his/her area of responsibility as necessary to supplement the general announcement made by MRP.
d. College deans will work with appropriate department chairs to inform faculty of the decision to cancel classes.
02.04 Notifications for Closing the University or cancellation of classes due to emergencies
a. Upon notification that a decision has been made to close the main university campus or cancel classes at Outreach locations, the Office of MRP will ensure that the University Police Department (UPD) is aware of all closings or cancellation of classes at University locations.
b. The Office of MRP will inform the campus operator and the University Webmaster and provide the agreed upon text for distribution to the public.
c. The Office of MRP will place the appropriate information on the Texas State University recorded news bulletin. The Vice President for Information Technology (VPIT) or designee will use the University’s voicemail system to place an announcement in all subscriber’s voicemail boxes.
d. The Office of MRP will notify area television and radio stations (see Attachment I).
e. The President will decide which of the following announcements will be communicated:
1) The University will be closed to all students. All personnel will be expected to report to work.
2) The University will be closed to students and all personnel except those designated as key personnel and those who are considered critical to vital University functions during emergency periods.
3) The University will be closed to students and all personnel except those who are considered critical to vital University functions during emergency periods.
f. It is the responsibility of each vice president to generate and regularly update a Division PPS which defines both “those designated as key personnel” and “those who are considered critical to vital University functions.”
03.01 In the event of tornados, earthquakes, chemical/hazardous waste spills, gas leaks or similar events impacting the University, the ranking or senior police officer on duty will notify the Director of UPD and the Captain of Patrol Operations. The Director or his/her designee will notify the VPSA and make a recommendation concerning closing all or part of the campus or cancellation of classes.
03.02 The VPSA will consult with the President and other Cabinet members and inform the Director of University Police and MRP as soon as possible of the decision regarding closing the campus or canceling classes.
03.03 Upon notification that a decision has been made to close the campus or cancel classes, the Office of MRP will proceed as in sections 02.01 c., d. as well as notification be communicated per sections 02.04 a.– d.
04.01 Weather closing – The Director of University Police will inform the VPSA of any changes in the weather conditions to facilitate re-opening of the University campus when appropriate. The Director will inform the Associate Vice President of Facilities as necessary.
04.02 Energy closing – The Associate Vice President of Facilities will inform the VPFSS of any changes in the energy situation to facilitate re-opening of the university campus when appropriate. The Assistant Vice President for Facilities will inform the Director of University Police as necessary.
04.03 Notifications to news media – The Assistant Director of MRP for Media Relations will notify the news media, the campus operator and the University Webmaster of the time and date the campus will re-open (see Attachment I).
05.01 Reviewers of this UPPS include the following:
Position Date Mr. John Megerson, Director, University Police Department July 1 E3Y Mr. Pat Fogarty, Assoc. Vice President of Facilities July 1 E3Y Ms. T. Cay Rowe, Director, Media Relations and Publications July 1 E3Y
This UPPS has been approved by the following individuals in their official capacities, and represents Texas State policy and procedures from the date of this document until superseded.
Mr. John S. Megerson, Director, University Police; senior reviewer of this UPPS
Dr. Joanne H. Smith, Associate Vice President for Student Affairs
Dr. James D. Studer, Vice President for Student Affairs
Dr. Jerome H. Supple, President