1. Inclement Weather Suspended Operations
11/27/2018
Inclement Weather Suspended Operations
Fall 2018

2. Objectives for Today When Operations May be Suspended
11/27/2018
Objectives for Today
When Operations May be Suspended
Procedures When Operations are Suspended
Best Practices
Related Business Policies and Procedures
Other Available Resources

3. Inclement Weather WHY CLOSE? Snow Ice Frozen Fog Road Conditions Other
11/27/2018
WHY CLOSE?
Inclement Weather
Snow
Ice
Frozen Fog
Road Conditions
Other
When it is determined that public safety, health, or property is jeopardized due to emergency conditions, the agency head or institution president may suspend operations for the entire agency, higher education institution, related board, or any portion of the organization, in accordance with the employer's suspended operations procedure.

4. WSU Alert Visit the appropriate website
Pullman:  alert.wsu.edu or the Hotline
Spokane:  spokane.wsu.edu/campusalert
Vancouver:  vancouver.wsu.edu/alerts
Tri-Cities:  tricity.alert.wsu.edu
Everett: everett.wsu.edu
WSU Crisis Communication System
Register your telephone, cell phone or at: myWSU – portal.wsu.edu

5. CONDITION LEVELS Green Yellow Red
11/27/2018
CONDITION LEVELS
Green
Classes, nonessential services, and essential services are all operational.
Yellow
Classes are delayed or cancelled. Nonessential services are reduced at the discretion of unit heads.  Essential services are operational.  The length of class delay is set by the President or designee.
From
Red
Campus is closed. Nonessential services are suspended. Essential services function with minimal levels of staffing.

6. Are You Prepared
for Unexpected
Closures?

7. Define your Mission Critical or Essential Operations
11/27/2018
Define your Mission Critical or Essential Operations
Functions/services/resources essential to WSU
Absolutely must continue no matter what type of emergency is impacting WSU
Don’t click this link, go to the next slide.

8. Develop Communication Plan
11/27/2018
Develop Communication Plan
Notify staff who perform mission critical functions or essential operations they are part of essential operations due to their role.
Develop plans for communicating reduced operations to staff and clients.
Which of these elements you will focus on and the extent of planning your unit will need to accomplish will depend on your unit’s defined mission within the university and which aspects of your unit’s functions are considered “mission critical and essential” during times of emergency.  Establishing what is mission critical and essential is a process that must engage unit staff, faculty, unit leaders and senior leaders at the division and college administrative levels

9. Sample email/voicemail language-Clients
11/27/2018
Develop Communication Plan
(cont’d)
Sample /voic language-Clients
Open Office:
Thank you for your /call. [DEPT NAME] is open [DAY, DATE] – however, we will have limited staffing during this time. For urgent issues please contact the main line at [XXX-XXX-XXXX] or [insert address].   
                               
Closed Office:
Thank you for your /call. [DEPT NAME] will be closed [DAY, DATE] .  For urgent issues please contact the main line at [XXX-XXX-XXXX] or [insert address].   
Which of these elements you will focus on and the extent of planning your unit will need to accomplish will depend on your unit’s defined mission within the university and which aspects of your unit’s functions are considered “mission critical and essential” during times of emergency.  Establishing what is mission critical and essential is a process that must engage unit staff, faculty, unit leaders and senior leaders at the division and college administrative levels

10. Develop Communication Plan
11/27/2018
Develop Communication Plan
(cont’d)
Communicate consistent call out procedures.
Provide employees with need to know contact information.
Maintain a current department emergency contact list in addition to the myWSU Emergency Contact.
Anita, possibly address Department guidelines and expectations here. How HRS can asist with creating them?Don’t click this link, go to the next slide.

11. Remind Employees of Available Tools
11/27/2018
Remind Employees of Available Tools
Provide employees with ‘What to do in an emergency’ information.
Assure you have provided all of your employees with the appropriate information regarding available resources.
Don’t click this link, go to the next slide.

12. When weather or closures impact your ability to come to work
11/27/2018
When weather or closures impact your ability to come to work
Contact your department utilizing standard call out procedures
Consider how you will account for your time away from work with your supervisor
The use of leave can differ depending on employee type of employee (i.e. CS, BU, AP, FAC).
When you get to the “Leave without pay” for each type of employee, make sure you hit on the fact that this is used when they have exhausted all of their leave and cannot work from home.
As winter weather approaches, faculty and staff are encouraged to be aware of personnel processes for periods of inclement weather causing suspended operation.

13. 11/27/2018
Common Questions
Do I need to report my leave if I am unable to get to my worksite due to inclement weather?
I have exhausted all my leave and am unable to work from home. What options do I have?
I had to leave work early/come in late due to inclement weather. How do I track my leave?
What happens if I work overtime during inclement weather?
I still have questions. Who can I contact for assistance?
Where do I find information on working in cold environments?
When you get to the “Leave without pay” for each type of employee, make sure you hit on the fact that this is used when they have exhausted all of their leave and cannot work from home.
As winter weather approaches, faculty and staff are encouraged to be aware of personnel processes for periods of inclement weather causing suspended operation.

14. Resources: FAQs and Guidelines
Inclement Weather FAQs
Suspended Operations FAQs
WSU Police Weather Delay/Closure
Flexible Scheduling FAQs

15. Resources: Policies BPPM 60.40 Staffing During Emergency Closure
BPPM 60.56 Faculty & Administrative Professional Leave
BPPM 60.57 Civil Service Employee Leave
BPPM Emergency Planning and Preparedness
BPPM 50.40 Suspended Operations

16. Resources: Statewide Traffic Alerts
Washington State Department of Transportation
Idaho Transportation Department

17. Resources: Office of Emergency Mgmt.
11/27/2018
Resources: Office of Emergency Mgmt.
WSU READY
WSU Ready is comprised of three elements
Business and Administrative Continuity
Academic Continuity
Research Continuity
OEM – Download WSU Ready How-to Guide
Which of these elements you will focus on and the extent of planning your unit will need to accomplish will depend on your unit’s defined mission within the university and which aspects of your unit’s functions are considered “mission critical and essential” during times of emergency.  Establishing what is mission critical and essential is a process that must engage unit staff, faculty, unit leaders and senior leaders at the division and college administrative levels

18. This has been a WSU Training Videoconference
11/27/2018
This has been a WSU Training Videoconference
If you attended this live training session and wish to have your attendance documented in your training history, please notify Human Resource Services within 24 hours of today's date:
Template-WSU Hrz 201.ppt