University of Iowa - Extreme Weather Plan

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University of Iowa

Extreme Weather Plan

Operational Considerations and Procedures

Version 3.0

Department of Emergency Management

Extreme Weather Plan

Version 3.0

TABLE OF CONTENTS

Introduction ............................................................................................................................. 3

Purpose ................................................................................................................................... 3

Scope ...................................................................................................................................... 3

Authority .................................................................................................................................. 3

Limitations ............................................................................................................................... 4

Operational Decisions .............................................................................................................. 4

Severe Weather Advisory Group (SWAG) .................................................................................. 6

Responsibilities................................................................................................................................ 6

Advisory Process ............................................................................................................................. 6

Factors to Consider .......................................................................................................................... 8

SWAG Coordination ................................................................................................................. 8

Overview .......................................................................................................................................... 8

Annex List .............................................................................................................................. 11

Department of Emergency Management

Extreme Weather Plan

Version 3.0

Introduction

This document represents a functional annex to the University of Iowa Emergency Operations

Plan (EOP) and is maintained by the Department of Emergency Management (DEM), Campus

Safety. It provides procedural guidance for any changes in campus operational status due to

severe weather, including reducing operations, class cancellations, delayed opening and/or

early termination of services. Most often, this procedure will be implemented for winter weather

event impacts, but may also be used for any hazardous or severe weather that threatens normal

operations such as flooding, extreme temperatures, and other potentially dangerous conditions

that could impact university operations.

The University of Iowa (UI or university) will operate in accordance with the university academic

and master calendars except when overriding public safety concerns otherwise require

operational adjustments to be made.

As a matter of policy, the University of Iowa is never closed. The residential, healthcare, research,

and overall public safety aspects of UI operations make this a necessity.

Purpose

To enable a consistent, transparent, efficient, and coordinated multi-department and multi-

campus response to applicable inclement weather.

Scope

This plan applies to the UI-Johnson County campuses in coordination with all other UI campuses.

UI campuses located outside of Johnson County will follow each of their own campus policies

and procedures for inclement weather decision making in coordination with the Provost.

University of Iowa Health Care (UIHC) will be included in the coordination through the routine

emergency management structure and coordination but will follow UIHC policies and plans

regarding inclement weather.

This plan addresses roles and responsibilities, provides definitions, and outlines campus

procedures.

In cases where the UI Emergency Operations Center (EOC) is activated due to severe weather, UI

will follow the incident management structure and process as outlined in the EOP.

Authority

The authority to make extreme weather operational decisions on behalf of the university has been

delegated by the University President to the Executive Vice President and Provost (Provost). The

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Provost may consult with various resources, including but not limited to, members of the Severe

Weather Advisory Group (SWAG), as applicable. For current conditions and other real-time

updates, the Provost may confer with campus partners such as Campus Safety, Landscape

Services, and CAMBUS as needed to make an informed decision.

Limitations

The University of Iowa will endeavor to make every reasonable effort to respond to forecasted

severe storms and/or hazardous weather incidents. However, there is no guarantee implied by

this document that a perfect response will be practical or possible.

Operational Decisions

Inclement weather often develops overnight and can change rapidly. In such cases and depending

on conditions, attempts are made to distribute a campus announcement and notify media by 5:30

a.m. before the start of the day. If inclement weather or an emergency develops during any other

time of the day, the same notification procedures are followed and an announcement will be made

as soon as reasonably possible.

When inclement weather or emergency conditions are such that a reduction in operations needs

to occur two or more days in succession, the procedure is followed each day, including weekends.

Unless there is an announced operational change for a particular day, the university is open and

operating on a regular schedule. Because conditions can change unexpectedly overnight, an

evening announcement usually will not be made for the next day, except is rare situations.

Even when the university is operating normally, there could be unsafe travel conditions in the area.

Students and employees should exercise caution and gather as much information as possible

about weather and road conditions before they decide whether to travel during periods of

inclement weather.

During deteriorating weather conditions, it should be assumed that university-wide operations

will continue unless an official announcement is made via Hawk Alert in conjunction with the

Office of Strategic Communication. For special events, individuals are encouraged to check with

event sponsors and/or applicable webpages. Those who travel to or from campus should use

their judgment as to whether such travel is wise. Employees should refer to the UI Operations

Manual for additional information regarding leave and other Human Resources related topics.

Coordination and approval are necessary if an organization/department/unit wants to alter

building access or adjust building hours of operation during a time when inclement/hazardous

weather is forecasted. The requesting entity must submit a request as soon as reasonably

possible with applicable information to DPS-OEM@uiowa.com and receive approval prior to

implementing any access changes. DEM will coordinate with the Provost and applicable members

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of SWAG to evaluate potential risks associated to the requested actions. Consultation with the

requesting entity’s vice president level leader, as applicable, may also occur if a denial of the

request is being considered. The final decision, as determined by the Provost, will be

communicated to the original requestor.

In the event of inclement weather or an emergency, the university follows set procedures for

announcing university-wide operational changes by making a formal announcement.

Most, but not all, inclement weather announcements will be made in response to the declaration

of a Wind Chill or a Snow/Ice Emergency.

• Wind Chill Emergency

Conditions: When existing or predicted low temperatures and wind conditions have the

potential to pose a severe health threat to those walking to and from class or work

assignment, a Wind Chill Emergency may be declared based on forecast or actual

temperatures. This may occur when the sustained wind chill is less than or equal to -30

degrees Fahrenheit and/or the time for frostbite to occur is less than 10 minutes. These

conditions also may include a NWS Wind Chill Warning.

*Wind chills and frostbite times as determined by NWS.

• Snow/Ice Emergency

Conditions: When snow or ice accumulation is predicted or occurs, significantly impacting

roads and sidewalks on campus, a snow/ice emergency may be declared if the impact

rises to the level that safe travel is no longer possible and poses a significant public safety

threat.

When UI reduces operations to include essential operations only, employees involved in critical

functions should report to work, as applicable. Unless otherwise determined by a specific

department’s Business Continuity Plan, critical functions are those that relate directly to the

health, safety, and welfare of the university, ensure continuity of key operations, and maintain and

protect university property.

When an announcement is made to reduce campus operations, the campus community should

refer to emergency.uiowa.edu and/or departmental webpages for information regarding specific

operations updates or events.

1. Special Events — Departments and units hosting special events should make their own

prior arrangements with employees and participants, notifying them how to proceed in case

of inclement weather or an emergency. In unique circumstances, where the safety of the

participants and employees is not jeopardized, special events, such as ticketed concerts or

athletic events open to the public, may be held upon approval from applicable university

leadership. In these situations, departments and units must ensure adequate services

through coordination with Facilities Management, Campus Safety, and other units expected

to support such operations and then submit their request via email to the UI Department of

Emergency Management (DEM) via DPS[email protected] or following other provided

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instructions. DEM will coordinate with the Provost and/or the applicable Vice President of

the applicable requestor to determine approval.

2. Transportation — When the decision is made to reduce UI operations for inclement weather

conditions, CAMBUS may continue to provide on-campus transit services beyond that time

as road and weather conditions allow. The ability to operate in a safe manner will be the

primary consideration when determining whether service can be provided. Notifications

regarding operational changes will be made available through CAMBUS official means of

communication, including but not limited to, applicable apps and webpages.

3. Dining Services — The university residential dining commons will provide meal plan service

even when the university closes for inclement weather. However, the department may delay

opening and/or may opt to close early if weather conditions impact operational capabilities.

Meal plan participants will be notified by email of any changes in daily operations. Up-to-

date information will also be provided via their webpage or other designated methods of

official communication.

4. Other Campuses — Announcements for weather related operational impacts at UI

campuses outside of Johnson County are disseminated by those campus administrators

separately from the main campus announcements.

Severe Weather Advisory Group (SWAG)

SWAG is a group whose membership is representative of the university administrative structure

responsible for certain essential/critical campus operations. See Annex A for members and their

contact information.

In their role within SWAG, these individuals report to the Provost for the purpose of serving in an

advisory capacity regarding severe weather impacts and response capabilities. SWAG is

coordinated through DEM.

Responsibilities

• SWAG will assess the nature, the severity, and the anticipated impacts and recovery of

the university due to the potential inclement weather and advise the Provost of its

findings. The Provost will make the decision to cancel classes and, if necessary, to

reduce operations, as applicable.

• SWAG will implement the decision and take appropriate actions.

Advisory Process

1. Key Actions

 Monitor weather threat

 Communicate weather forecast, current conditions, and potential impacts

 Maintain coordination throughout the event

 Provide information to senior leadership

 Document event and applicable operations

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2. Procedures

A. Activation

• Upon determination of a threat of inclement weather that has the potential to

significantly disrupt the normal course of business and/or poses a significant

threat to the health and safety of the campus community, the Provost may

authorize the activation of SWAG. DEM may activate some or all of the group,

based on the direction of the Provost, and request members to provide

situation reports pertinent to their areas.

i. Any member of SWAG may contact DEM and recommend activation of

the group. The decision to activate will be made by the Provost.

• At the direction of the Provost, DEM will create initial briefing messages and

either schedule a conference call or direct other means of coordination.

o SWAG members will be notified via email and/or text message.

B. Coordination Activities

• When using a conference call, Annex B should be used to document the call.

• For operational change discussions, the Provost may use Annex C to aid in the

decision-making process although the results of this form shall not override

the ability of UI leadership to use caution and independent judgment in

determining the operational status of the university.

C. Craft applicable operation change message using template.

• Campus Safety Communications and External Relations, Office of Strategic

Communication, DEM, Office of the Provost Communications, UI External

Relations

• Submit for approval to Provost (or designee)

D. Communicate applicable operational changes:

Communication Task Assigned To

When possible, provide advance notice to

president, cabinet, collegiate deans and

identified associate deans/leaders

Office of the Provost

Issue Hawk Alert Campus Safety

Social media dissemination Campus Safety and OSC

Share messaging with campus

communicators

Campus Safety (lead coordination),

OSC and Office of the Provost

Post situation updates to Emergency page Campus Safety

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E. Continue to gather information.

• Campus Safety will continue to monitor the weather threat and impacts.

• Updates in between calls may be shared via email or other designated means.

• DEM will facilitate additional coordination efforts as needed.

F. Event Close-Out

• Unless specific announcements, extending cancellations, and/or operational

changes are made, classes will resume the next regularly scheduled class day

and the university will resume normal operations at the beginning of the next

morning shift or regular business day.

G. After Action Review (AAR)

• Events will be reviewed as necessary. Extent and type of review will be

determined based on the impacts of the event.

• After action items will be solicited and should be submitted via email to DPS-

[email protected] or as otherwise directed.

• DEM will compile AAR items into a document which may be distributed via

email or as otherwise determined appropriate.

Factors to Consider

• The inherent unpredictability of the weather makes it impossible to definitively dictate a

time for certain procedures to take place.

• A more expansive storm/situation may require several pre-event conference calls and/or

may result in an EOC activation.

• Special consideration should be given to decisions made after the start of the workday.

This represents a logistical challenge especially as it pertains to Parking and

Transportation.

• Consideration should also be given to the city streets adjoining the university, as city

street conditions may prohibit CAMBUS from passing on their normal routes.

• Consideration may be given to weather in outlying areas where significant populations of

faculty, staff, and/or students may be commuting from.

• The decision worksheet (Annex C) can be used to help further aid in the decision-making

process. This document includes additional criteria and factors that should be

considered with an attributable value system to support the process. The decision

worksheet in no way shall limit the ability of leadership to use good judgement and

extreme caution.

SWAG Coordination

Overview

Upon receipt of an applicable advisory, watch, warning or otherwise indicated by DEM, the Director

of DEM (or designee) will inform the Provost. The Provost may opt to request activation of all or

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specific members of the Severe Weather Advisory Group (SWAG) via conference call or Veoci.

The purpose of the coordination may be to:

• Gather information pertaining to impacts and potential recovery capabilities.

• Maintain situational awareness.

Generally speaking, the first coordination meeting (virtual, via phone, ect) for an event will likely

commence at least 12 hours ahead of the forecasted start of the event. However, these times are

subject to change based on the path and timing of the weather event.

Coordination of information is key to effective and appropriate decision making. Again, the

University of Iowa Hospitals and Clinics coordinates with their Incident Management Team (IMT)

as it relates to their medical emergency support function. Coordination with UIHC to ensure

collaboration and consistent communications will occur through routine coordination in

emergency management and UI leadership roles. This also includes any operational impacts or

concerns that need to be coordinated based on an institutional response up until any

appropriate/further activations occurs.

The following shall be used as a reference for suggested information to be shared by the

applicable group/area:

Group/Area Focus

Emergency Management

• Weather briefing

• Local impacts and updates

• UIHC status (hospital operations, clinic

operations, and event declaration/staffing)

• Johnson County and State of Iowa status

• DOT travel status

Facilities Management

• Roads and grounds conditions

• FM Staffing

• Loss of critical services

• Expected time for clearing

• Operational considerations

Campus Safety/Police

•

Roads and grounds conditions

• Emergency responder staffing

• Building access

• Operational considerations

•

NITE RIDE status

Business Services (including

Parking and Transportation)

• Purchasing needs and approvals

• Receiving operations

• P&T reported road and grounds conditions

• CAMBUS schedule/status

•

Parking lot status

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Provost’s Office

• Academic operations

•

Messaging

Student Life

• Housing and Dining operations status

• Student activities

• Iowa Memorial Union status

Human Resources

• Campus employee reporting status

UI External Relations

• Events (Hancher, etc.)

• Local impacts

• Consideration to messaging

Communication Teams

(Campus Safety, OSC and Office

of Provost)

• Consideration to messaging

• Communication dissemination

Athletics

• Events

Any and/or all

• Updates/Comments

Incident Management Software

UI will use an incident management system software tool, currently Veoci, that will allow for on-

going virtual situational awareness and information sharing as well as accountability/tracking of

resources and documentation, as it applies to coordination for extreme weather situations. DEM

may activate a room for the forecasted extreme weather so that all SWAG members can share

related concerns, information, and assessments.

Conference Call Procedure

In the absence of Veoci or if the need arises that a conference call is better suited, the call will be

announced via email and/or text messaging to the applicable members of SWAG, including

backups. Those unable to join the call are encouraged to share updates with DEM to be shared

with the group. As applicable, DEM may provide situation reports (SitRep) via email between calls,

as appropriate. Therefore, members of the SWAG are encouraged to share updates with DEM

between conference calls, for situational awareness purposes.

The Department of Emergency Management (DEM) will initiate the call and open the line

approximately 5 minutes prior to the scheduled time of the call. Participants will be polled for

attendance and then the DEM facilitator will poll each office/department and ask for an update.

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At the conclusion of the departmental reports, there will be time allotted for questions and other

commentary.

Conference calls should be facilitated and documented by DEM personnel and should follow the

subsequent agenda:

1. DEM will begin the call with a roll call and a weather briefing.

2. DEM will then solicit applicable information.

3. Discuss additional concerns and ensure appropriate information is available for

decision making needs and any applicable communications.

4. Operating schedule recommendation.

5. Schedule next call time.

Annex List

A: Severe Weather Advisory Group Contacts

B: Conference Call Worksheet

C: Campus Operations Analysis Worksheet

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Annex A: Severe Weather Advisory Group Contacts

This annex is not available via this public access document.

B-1

Annex B: Conference Call Worksheet

This annex is not available via this public access document.

C-1

Annex C: Campus Operations Analysis Worksheet

This annex is not available via this public access document.