Weather and Emergency Closing Policy

This policy governs decisions and procedures related to weather-related disruptions and other emergencies that may require campus closure or schedule adjustments.

The Department of Public Safety, in consultation with the Chief Operating Officer, the President, and the Provost, will determine when the campus will close due to severe weather conditions or when a mid-workday closure (early release) is necessary.

To determine whether a campus closure is necessary during a non-weather-related emergency, the Chief Operating Officer will work closely with the Department of Public Safety and, when practicable, consult with the President.

Students and teaching faculty should always assume that classes are in session, unless and until a specific announcement canceling or suspending classes is issued. In certain situations, administrative faculty and staff could be released, but teaching faculty and students would be expected to continue a normal class schedule.

In the event of a closing, certain areas may have standing arrangements in place for remaining open, such as Lilly Library, Runyan Center and the Wellness Center. Notification of staffing expectations in those areas will be arranged by the appropriate administrators, in consultation with the Office of Human Resources.

Employees in the following areas of campus should expect to report regardless of conditions unless otherwise notified: Dining Services (if students are here), Residence Life, Public Safety, Housekeeping, Wellness Center, HVAC and Grounds.

The campus community will be notified of weather-related emergency closures through two primary methods. When developing weather conditions allow for advance notice, updates will be provided the day before via campus email, the Earlham College website homepage, and WECI FM (91.5).

For same-day weather-related emergency closures, the campus community will receive a CAMPUS CLOSURE text notification. This message is similar to an EC ALERT notification but is specifically designated for severe weather emergencies. These notification channels will provide the most accurate and timely information.

Additionally, the Department of Public Safety will share relevant updates through its social media platforms.

• Instagram: @earlhamdps
• Facebook: www.facebook.com/FarlhamCollegeDepartmentofPublicSafety

Closings may also be announced through the following local and regional outlets:

• WECI-FM (91.5), Earlham Public Radio
• WHON-AM (930)/WHON-FM (101.7) Richmond
• WKBV-AM (1490)/WFMG–FM (101.3) Richmond
• WQLK-FM (96.1) Richmond
• WMUB–FM (88.5) Oxford
• WCTV–TV, Richmond
• FOX59-TV, Indianapolis
• WDTN-TV (2), Dayton
• WHIO–TV (7), Dayton

Employees who live outside the broadcast areas listed above should check the campus webpage or email for information.

After the initial announcement and based on the type of closing, community members should check email, consult the Earlham webpage, and follow Public Safety social media pages for up-to-date information on the nature of the closing, possible duration of the closing, specific cautions or warnings, information on campus facilities (Athletics and Wellness Center, Lilly Library, Runyan Center) and other details as they develop. Only closing announcements will be repeated daily as necessary. There will not be a “re-opening” announcement; faculty, students and staff should assume that offices are open and classes are in session unless there is a closing announcement for a given day.

Individual offices should develop internal phone trees to supplement the processes above, for employees with long or treacherous commutes.

Decisions on early release (release from regularly scheduled hours, usually weekdays between 8 a.m. and 5 p.m.) will be made by the Provost on behalf of the Emergency Response and Recovery Planning (ERRP) Committee after consultation with Human Resources. Announcements will be made through the Earlham website, and campus-wide email listservs.

Please note that supervisors may not individually institute early release or approve late arrivals as paid time. Vacation time must be used by employees missing regular work hours, in the absence of a closing notice which involves their given area. For more information, see the Inclement Weather Day section of the Staff Handbook.

Areas of the College with staffing responsibilities on weekends:

• Public Safety
• Dining Services
• Residence Life
• Events
• Athletics
• Wellness
• Student Activities

Persons working in above areas are expected to report regardless of conditions (Dining Services if students are on campus) on the weekends. Supervisors in all other areas are to consult with the Human Resources prior to exempting or releasing staff due to inclement weather.

To the extent possible, cancellations of after-hours and weekend special events (i.e., Goddard Auditorium, Stout Meetinghouse) will be communicated by the Marketing and Communications Office via the local media. The Earlham website also will post this information.