Human Resources

St. Mary's College of Maryland

2011-2012

Cancellation & Postponement Procedures

The following procedures will be used if inclement weather interferes with the College's normal functioning. Because the College is primarily residential, the College will endeavor to maintain all functions whenever possible. Liberal attendance make-up policies should be available to commuting students.

These procedures are in effect 7 days a week, including weekends.

Depending upon the circumstances:

• the College will remain open (classes will be held, administrative offices assume normal operation)
• the College will remain open with a "liberal leave" policy in effect
• the opening of the College may be delayed
  If operations are postponed, the delayed opening times will be one of the following:
  9:00 a.m., 10:00 a.m., or 11:00 a.m.
• the College may be closed

5:00 a.m.

• The director of public safety calls the vice president for business and finance with weather reports from local agencies, information from the Maryland State Police, and closing reports from the Calvert, Charles, and St. Mary's public schools.  The interim director of public safety checks the Event Management System.
• The vice president for business and finance will consult with the president and the vice president for academic affairs/dean of faculty.
• The president will inform the vice president for business and finance of his/her decision.
• The vice president for business and finance will then inform the vice president for academic affairs/dean of faculty and the interim director of public safety.
• The director of public safety informs the assistant vice president for external relations and the administrative offices of the decision. 

5:30 a.m.

• The director of public safety informs the vice president for student affairs/dean of students and the associate dean of students, who will advise the residence hall coordinators and the food service general manager.
• The vice president for business and finance will send an email to faculty, staff and students with the closing information.
• The vice president for business and finance informs his/her executive assistant, who will then notify human resources and the business office.
• The assistant vice president for external relations will ask Southern Maryland, Washington, D.C., and Baltimore regional media outlets to announce details of the College's closing.
• The director of public and media relations will update the College Web page as information becomes available. The associate dean of students will send out a voicemail message to resident students containing the closing information.

6:00 a.m.

If students are in residence:

• The vice president for academic affairs and dean of faculty contacts the associate dean and librarian of the College to determine if the library and some computer labs remain open.
• The vice president for business and finance contacts the assistant vice president for campus operations to determine the staffing of the physical plant for snow removal and housekeeping operations. First priority should be given to walkways between residences and food service, then to the library.

If there is any information to be broadcast over the radio and TV, the Office of Public Safety will be informed by the President.  Public Safety in turn will notify the Assistant Vice President of External Relations at 5:00 a.m. whether the College will be open or closed.

This process will be continued each day until the College resumes normal operations. A decision may be made during the afternoon on the day of closure about whether to remain closed the following day. An announcement of the decision will either be made at that time or withheld until 6:00 a.m. the next morning.

The Director of Publis Safety informs the following individuals of the decision:(If the principal person is not available, contact the secondary person noted in italics.) The Vice President for Business and Finance will secure the President's approval of the recommendation and will send an e-mail to faculty, staff and students with the closing information.

Associate Dean of Students informs:

Ex. Assistant, V. P. for Business and Finance (Anna Yates)will  inform:

Note: Each office will then activate its internal procedures for notifying faculty/staff.